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Principal Toolbox 5.0 User Manual - Introduction to the Principal

1. Remember Once projects or project models have been removed from Principal Toolbox it is not possible to roll back this decision 2015 Fortes Solutions BV 74 Principal Toolbox 6 0 3 1 5 Managing project models In the Principal Toolbox all projects that are created are based on a project model A project model is an extensive template for projects It contains products templates added to these products lessons learned and automated reports This way it is possible to have standardised projects throughout the organisation and project managers always have the right templates available Right from the moment a project is created automated reports if available in the project model are available for reporting purposes Below an example of the dashboard of a project model is shown Dashboard Properties Product Breakdown Plan Project related documentation Report Guide Project Model PRINCE2 project model EN Edit Properties EditMembers Configure Process Diagram MW amp Q Objective PRINCE pene aie Project startup Project initiation Soa aa Project closure Members Erik van den Bosch more Status Directing a Project Fill in the project status 4 p 4 using the Edit button on the Starting Up a Project Initiating a Project Directing a stage Managing stage a a a ls r Managing Projes more ry 0 O Project Board O Project Manager O Team Members FORTE
2. Configuration Options E eee Manage Hour rates EH Principal Toolbox This listing shows all available hour rates Notifications H t MS Project integration iy tees L New Remove Conversions Name a Unique ID Code Hour Rate Financial Category Manage Hour Rates Rate 0 0 _ _ e a ma 57 Principal Toolbox Principal Windows Internet Explorer provided mji Currencies Rate 100 0 e m a Resource Categories Rate 110 0 4 http asp fortes nl Principal online Folder functions AddEditFolder jsp PagelD 1098298 Financial Categories Rate 114 0 Manage Resources Rate 120 0 Hour rate n ew Manage Skills Rate 150 0 Time Entry Rate 56 0 0 Configure the hour rate and the corresponding financial category The hour rate value Manage entries is represented in the global currency Hour rates are not processed retroactively For Rate 72 0 example modifying an hour rate will not affect existing entries Manage Non project Activity Sets Rate 80 0 Resource Allocation Rate 95 0 Customize fields Approval entries Edit name and description Name Description Code Financial Category Hour rate OK Cancel New hour rate 4 Once saved the hourly rate will be available to be assigned to resources Allocating hourly rates 1 From within Configuration navigate to Manage Resources 2 Edit one of the resources by clicking on its first name 3 The window that app
3. Principal Toolbox Version 6 0 User Manual 2015 Fortes Solutions BV Principal Toolbox User Manual Principal Toolbox 6 0 2015 Fortes Solutions BV All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed 2015 Publisher Fortes Solutions B V Principal Toolbox 6 0 Table of Contents Part a Ff Q N Part O ON OO oO FP WS NO ao d QO N O 14 Part Ill 1 Introduction to the Principal Toolbox 8 Structure of Principal TOOIDOX cit da Hardware and Software require Me ntts cccc
4. 52 Principal Toolbox 6 0 4 To register passing of milestones tick the checkbox for Start Draft Checked Final The date will be set to today by default alternatively enter another date in the column actual date Save Cancel Planned Actual date date iv Start 05 Mar 2013 13 Feb 2013 Draft 13 Mar 2013 Checked 19 Mar 2013 Finat 25 Mar 2013 Duration In Working Days 15 00 Planning Status Planning on the product page 5 Passing a milestone can also be marked directly on the project dashboard To do this click the appropriate milestone date next to the product and tick it off using the tick sign 3 1 3 2 Registration of actual hours Registration of hours in the Principal Toolbox can be done in multiple ways depending on the available add ons e Manual entry of aggregated hours per product no add on required e Enter hours using hour entries This way you can keep track of history and the build up of the number of actual hours shown requires add on Advanced Cost Registration e Time entry with the Principal Toolbox add on Timesheets Users of Principal Toolbox get a weekly time sheet on which they can enter their actual spent hours requires add on Timesheets System administrators and time sheet managers check Configuration of time entry 113 for more information about possible configurations 3 1 3 2 1 Filling in time sheets add on When users of Principal Toolbox have been added in the mo
5. gt Default page layout deletes custom layout Custom page layout Page layout Algemene informatie Remove Add To add a new section drag one from the available sections on the right to the page layout on the left After that you can add fields from the available fields section From the available fields section click on a category title and drag it to the page layout to add a complete category of fields as a new section To remove a section click on it s trashcan icon To remove fields simply drag them out of the section Save Cancel 7 Layout Components Available Page Components Page section Grid Available Fields Baseline Current Baseline Final Portfolio reports allow one to define a reporting cycle which allows data to be published from project level to the portfolio To allow for this cycle to take place a reporting model needs to be defined which specifies what information needs to be captured 2015 Fortes Solutions BV 96 Principal Toolbox 6 0 Creating a new reporting model Each portfolio can contain multiple reporting models Each model can be used for different reporting cycles For example one model could be used for a monthly reporting cycle and another one more detailed report for a quarterly cycle To create new reporting model follow these steps 1 From within the portf
6. Dashboard Properties Financials Portfolio Gantt Documents Archive Portfolio Portfolio ICT NL Name Portfolio ICT NL Description Portfolio Overzicht van de ICT afde more Status o Status Description Automated Reports Edit Projects Pie Chart gg Belang vs Risico E Initiative Prince2 Project Reports Projects Portfolio Management Products Plan Items Issues Risks Quality reviews Changes Actions Lessons leamed Cost Hour Entries Entries Timeline Reports Entries Total Count projects 5 Filter Configure le Sheet Project Edit Properties Edit Members Customise Page Text Edit Field Configuration Edit Page Layout Edit Widgets WM amp Q Portfolio Overzicht Afdeling ICT Overzicht van alle ICT projecten met de prioriteit en de benodigde FTE per kwartaal Maximaal aantal FTE beschikbaar is 13 Indien meer nodig is moet men inhuren Bollendiagram Projecten Configure Timeline Configure e Internal Costs Market Widgets on a portfolio dashboard Widgets are available on several places in the Principal Toolbox They will not be displayed automatically Enable widgets 1 Click on Edit Widgets to make widgets available on your screen 2 Use the v to display the widgets 3 Select the number of widgets that should be displayed 4 Select the type and confirm with Ok Edit Widget Layout Choose whether to show widgets and applicable widget la
7. In this section we will further review archiving projects 717 removing a project or project model 72 The activities described in this section can only be carried out by the programme manager Archiving a project model Note Archiving a project can be done by the manager of a programme project list or the system administrator Archived projects are no longer visible to users without these roles If you want the project to remain available create a separate project list called Archived projects or a similar name After the project has been finished and the project organisation has been disbanded the project can be archived Dashboard Properties Gantt amp Dependencies Benefits Monitor Documents amp Knowledge Models Archive Project list Quality and Organisation projects Project Archive Remove Restore Name a Objective Project Manager s TreX project Set up of an environmental Gerard Mesen monitoring system Programme Project list Archive Project Model Archive Remove Restore Name a Objective Project Manager s Prince2 2009 Project model for larger and or complex projects Programme Model Archive Archive 1 Go to the Programme dashboard 2 Select the project concerned by clicking on it s row 2015 Fortes Solutions BV 72 Principal Toolbox 6 0 Dashboard Properties Gantt amp Dependencies Benefits Monitor Documents amp Knowledge Models Archive Project list
8. Project fields Baseline Capacity planning Costs Costs Current Baseline Final IT Capaciteit Custom28 Budget Custom11 EAC Custom14 Current Baseline Set PM Capaciteit Custom29 Costs Actual ETC Custom13 Current Baseline Start Costs Actual Cumulative Initial Baseline Final Costs Budget Initial Baseline Set Costs Budget Cumulative Initial Baseline Start Costs Committed Costs Committed Cumulative Costs EAC Costs Forecast Costs Planned Costs Remaining Costs Remaining Cumulative Costs Reserved Costs Status Costs Variance Costs Variance Cumulative Costs Tolerance Finance Hours Hours Tolerance Costs Active Stage Only Total Actuals Custom32 Hours Actual Hours Active Stage Only Costs Orange Total Budget Custom35 Hours Actual Cumulative Hours Orange Costs Orange Abs Total Forecast project Custom34 Hours Budget Hours Orange Abs Costs Red Total Reserved Custom36 Hours Budget Cumulative Hours Red Costs Red Abs Hours Committed Hours Red Abs Hours Committed Cumulative Hours Remaining Hours Remaining Cumulative Hours Status Hours Variance Hours Variance Cumulative Keyword list Click a keyword to copy the information to your clipboard Then select the appropriate location in the Excel template where you want to place the related data To get the keyword in the template choose Paste in the Edit menu Alternatively use the shortcut key CTRL V For example when clicking the name
9. Y High Importance lt Address Check Attach Attach Signature Zoom Book Names File Item M Y Low Importance Clipboard Basic Text Names Include Tags Y Follow Up Subject Your Principal Toolbox account Dear Principal Toolbox user Below is the updated information for your Principal Toolbox account Please click on the link below to access the application and use the username and password to login Application https demo3 principaltoolbox com Username Hans Password d7 G m To change your password navigate to your Home Page gt My Details and click Change Password 3 Click a specific user resource to add the detailed information 4 Now click Edit to insert the following information Company Address ZiP Postal Code City Country Phone Phone home Fax Mobile Birthdate Gender Remarks Calendar Name of the company Address of the company ZIP Postal Code City where the office is located Country where the office is located Office phone number Private home phone number Fax number Mobile phone number Date of birth Male or female Any remarks Calendars applicable to the user 2015 Fortes Solutions BV System Administrator Setup amp Settings 165 Person details First Name Peter Initials P Last Name Cole Email Login disabled E Company Address ZIP Postal Code City Country Phone Phone home Mobile Fax Birthd
10. 5 Fixed 03 Apr 2013 15 Ok Cancel M 07 2001 08 2001 009 2 00 10 2004 11 2008 12 20021 01 2009 02 30 Configuration of a burn down chart Burn down chart 2015 Fortes Solutions BV 152 Principal Toolbox 6 0 5 Advanced options 5 1 Advanced Customisation amp Workflow add on With the add on Advanced Customization amp Workflow an organisation can define electronic forms in the different project models These pages can be tailored to the specific needs of the organisation or programme 1 Go to a project model and create a new product to customize or select an existing product 2 Click the product to open the product details page 3 Click the button 99 Layout to define the layout of the page Default layout Standard Principal Toolbox view Custom layout To choose which fields are visible on the product page Custom layout with approval To customise and define an approval for the page General Logs Dependencies Costs amp Hours Resource Demand Product Project Initiation Document PID Edit Change Picture Close Page Layout Approval Settings Edit Widgets M4 Name Project Initiation Document PID Planned Actual date mae date Description Includes project plan Start n Owner Group Project Manager E Draft A Owner Checked Reviewer Participants Fina Priority Duration 0 00 Mandatory E Planning Status Product Quality Finance Total Actuals 0 00
11. Any remarks concerning the issue 4 By clicking Add or Add note you can add important documents notes on to the issue Properties History Issue 8 Slow Internet connection Edit Back A Description Slow Internet connection Owner Samuel Davies Type Issue Creator Gerard Mesen Status Create Date 26 Aug 2005 Priority 4 Product Plan item Pilot Preparation Work Package Decision Open Actions Edit New Remove Y Open Actions y Nr Name Description D Owner Related To Due Date Remarks by Owner 41 Technical person should 0 Jeroen van Bameveld Slow Internet find out reason for slow c connection Discussions New Creator Date Message Documents files links text Add Add Note Name Description Revision Published Publisher Adding a new issue 5 You can always alter the issue later by clicking on the issue in the Issue log 6 The project manager and project support roles can also copy and move issues To copy an issue to another programme or project you can use the Copy and Move buttons Copy Move With copy you create a duplicate issue within your own project With the move button you can select another project or programme to move the risk to 7 In order to close an issue you can set the Status to Closed but you can also select the log item s by clicking the row to select and then clicking the v button Issue log at Apollo project Close Issues Edit New R
12. Clipboard amp Font a Alignment x Number Styles Cells Editing E20 f A 6 c D P E Programme Issue Log Name Quality and Organisation projects Issue Log Priority Status Nr Description __ Documen Type Decision Owner Product Plan item_ Due Date en 8 Slow Internet connection Ollssue Open Samuel Davies___ Pilot Preparation Work Package 23 4 201 7 Bug found in version 7 S OfOfspec Assigned John Edwards PilotPreparation Work Package 1 4 201 High Open 6 Delay in system development OfConcem Deferred JeroenvanBameveld ________k 176 201 High Open 5fRequest for change ofthe pagelayout______ RFC Approved YungJilao Pilot Preparation Work Package 30 4 201 High Open 4 Different page layout O RFC No Action Samuel Davies Updateduserdocumentation 1 4 2010 Low Open 3 Request for more background material OJRFC_ Resolved Richard Hammond Requirements report 28 5 2010 iti en _ 2 Request for roll out on Macintosh machines O RFC __ InvestigatidSamuel Davies 12 Normal Open__ atest Gerard Mesen ProjectinitiationDocument___ E ARRAN ES EEN NN SOME a ESOS ENANA CNE E 1 2 3 4 5 6 7 8 9 M 4 gt Repo Data 2 tll Ready Gl 100 E Formatting the table In the example above the table has been adjusted and additional information inserted labels report title etc If necessary the data can be refreshed
13. Templates Template s as the basis for the management products Deliverables Products documents to be delivered 1 Go to the Product page Add Add Note 2 Click Add in order to add a document or to add an intranet link Fill in the following information Description Description of the document Revision Doc nr Document version Filename Select a document with the Browse button or alternatively Internet address gt Fill in a hyperlink Internal document link Provide a document ID from a document at another location in the Principal Toolbox application The ID can be found in the document history This allows for a centrally placed document to be linked to from projects Update by updating only the original centrally placed document 3 Click OK to add a document to the Principal Toolbox You are able to open documents saved in the Principal Toolbox however you are not allowed to edit them In order to edit a document it is necessary to download the document After editing you have to add it as a new version Note Hyperlinks have the following syntax e internet addresses look like htto intranet organisation com documents example doc e links to document locations look like file o documents example doc When using links to document locations make sure all users have the same drive mapping 3 1 3 4 2 Updating a document 1 Locate the document you want to update 2 To update the document with
14. Add Remove gt Project Assurance lt Add Remove gt User Group optional Supplier Forum optional lt Add Remove gt Project Team Team Manager s Richard de Groot lt Add Remove gt Project Team Team Member s Herman Mulder Arjan van der Laan lt Add Ruud v Weerdenburg Remove gt Edit members setting limited set of roles Edit members setting full set of PRINCE2 roles 3 Click OK at the bottom of the window to save the changes Assign products to owners reviewers and participants 1 Go to the Plan tab 2 Complete following information for each product Owner Owner responsible for the product Reviewer Reviewer of the product Participants Participants at the product realisation 2015 Fortes Solutions BV 46 Principal Toolbox 6 0 Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Project Apollo project Edit Project Plan SetBaseline Products Edit 3 amp Stageplan y View Options Owner Reviewer Participants Start Planned Draft Planned ea Final Planned Project start up 31 Dec 2012 22 Jan 2013 O Project initiation Y Initial Business Case John Edwards Samuel Davies Richard Hammond Peter Cole 21 Jan 2013 28 Jan 2013 7 Project Initiation Document John Edwards Jeroen van Bameveld Samuel Davies Richard Hammond Yung Ji Lao Peter Cole 29 Jan 2013 2
15. Creating a Planning Item Filter With ownership v View Options All Members Start Draft Set Filter John Edwards Albert 16 Jun 2012 19 Jun 2 Jun 201 Set Columns Swank Erik Set Widths Aalbersberg Advanced Make Default Save View Manage Views 2015 Fortes Solutions BV 118 Principal Toolbox 6 0 3 4 1 2 3 A list with available filters will appear Configure the filter and click on OK 4 To save the view click on View Options and Save View 5 Enter the name of the view select the type and click on OK 6 The Planning Item Filter is now available in the time entry configuration Creating time entry groups Now you can attach your created time entry configuration and non project activity sets to a new time entry group This time entry group will be the entire population of time writing users or a department or team with different settings An important property of the time entry group is the approver selection Per group you define who is responsible for approving the time sheets of the members To define time entry groups 1 In the dark blue bar in the top click Time Entry 2 On the Dashboard tab click New in the section Time entry groups to create a new time sheet configuration Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup Time Entry Time Entry Edi
16. Entry Field selectable in time sheet select on which entry field data can be entered in the timesheet Select the option Auto Approve on Submit if the Department Manager doesn t need to approve the hours For more information about the approval process pease take a look at Configuring the approval Process 119 Create draft entries on request approval use this option if a draft entry needs to be created when requesting approval 6 Click Save to store the time registration configuration 7 Now you can close this dialog by clicking Close Creating Planning Item Filters lt is also possible to create your own Planning Item Filter By creating you own filters you can determine which type of products should be pre selected of selectable 1 Click in the Time Entry Configuration on the tab Planning Item Filters 2 To create your own Planning Item Filter click on View Options and select Set Filter Dashboard Accountable Hours Planning Item Filters Time Entry Configuration Budget Close A planning item filter defines which products activities etc will be displayed on the timesheet Example A filter can be created that includes only top level activities When the filter is selected on the configuration dashboard tab members are allowed to write hours on top level actvities only Preview of products activities that will be shown on the time sheet Name a Project Project Initiation Document PID Venus Project
17. On all organisational levels e g enterprise programmes project lists and within projects on all logs and the Plan and Report tab views are used The Principal Toolbox contains predefined views that are generally useful but it is also possible to define your own views for your personal purposes All views can be used for monitoring progress or in automated reports 1277 Reports Projects All Projects v View Options v Use the drop down list as shown in the picture above to select available views With the View Options drop down menu you can define your own view and set options for views Note on the Reports tab you can choose the object you want to see information about in your project Products Cost hour entries and Resource assignments are options Note Resource assignments are only available when the add on Resource Allocation 101 is available within your organisation The different options in the View Options menu are 2015 Fortes Solutions BV 22 Principal Toolbox 6 0 Set filter Define a filter to make a selection of the shown products issues etc Set columns Add or remove columns from the view Set widths Set the column width so the view fits better on screen or in a report Advanced e Define calculations on certain columns e Show or hide column names Make default This sets a view to the personal default Save view Save the view for later use Manage views
18. Project plan Project Mandate Project Brief Initiation Stage Pla Initiation Stage Au Initiating a Project Business Case Project Initiation Documentation PID Next Stage Plan Project Authorisation Execution Stage 1 Work Package 1 Product 1 1 Highlight Report End Stage Report Next Stage Plan Next Stage Authorisation E Execution stage 2 Work Package 2 Product 1 2 Product 2 1 Product 2 2 Highlight Report Save Cancel Copy products Specialist Management Work packages Product Breakdown lt lt gt gt Project end product Product 1 t PI t 1 Pi Project plan fre Product Pr 4 Unassign To rename double click on item To permanently remove items drag them into the trash can Remove Add a stage by dragging new stage into your project plan Moving stages To move a stage click its name and drag it to the right position Check the black line indicating where the stage will be positioned 2015 Fortes Solutions BV 36 Principal Toolbox 6 0 Deleting a stage To delete a stage click its name and drag it right onto the garbage bin in the upper right hand corner of the window If the stage contains products and or work packages these will be moved to their respective tabs on the right hand side of the window so these will not be deleted Edit Project Plan New workpackage New spec product New man product New man product
19. Quality and Organisation projects Edit Properties EditMembers Edit Tolerances Edit Widgets mM A qQ Name Quality and Organisation A ao O cS Welcome on the startpage of this programme Description Projects for improving ween 5 the organisa more A TA Status a Logs Projects New Import Export Move Model Archive Dashboard v View Options v New Total gt T issue log Apollo project Project initiation Eog P o P P Arjan van der Laan R Risk log Roll out of software on desktops 19 Aug 2010 A Daily Action log 2 Juno Project Project initiation JECC o a P John Edwards Back up of all previous documents 25 May 2010 Venus project Preparation stage a m E Peter Cole Automated Reports Edit Logistic optimisation project 24 Jun 2010 Zeus Project Project start up Henk Visser gg Project Report ES BOO o 0 0 o Roll out Zeus on clients 02 Sep 2010 Reports Project Models Import Export Archive Programmes Project lists Name a Objective Owner s Projects f m Par Products Plan Items Small project Project model for small and midsize projects Issues Software implementation project model Prince2 project model for software implementations Risks Standard Prince2 project model Project model for larger and or complex projects Changes Quality reviews Selecting the row of the project Archive 3 Click to move the selected project s to the archive tab 4 In a pop up window you are asked to confirm archi
20. When should the action be finished Owner Owner person responsible for the action Creator Who has created the action Related to Here a link to the quality review will be shown Remarks Any remarks status description 7 Click the Save button to save your new entry 8 By clicking Add or Add note behind documents you can add documents or notes with additional information to the quality review 2015 Fortes Solutions BV Functionalities 67 Properties History Quality review 1 Quality review Edit Back MW amp Description Quality review Owner Peter Cole Status Creator Priority 1 Create Date 20 Feb 2005 Due Date 04 May 2010 Product Plan item Database configured Method Remarks Reviewer Samuel Davies Results Action Item s Actions New Open Actions v Nr Name Description 3 Owner Related To Due Date Remarks by Owner Discussions New Creator Date Message Documents files links text Add Add Note Name Description Revision Published Publisher Adding a quality review 9 To copy or move a Quality review to another programme or project you can use the Copy or Move button omy We 3 1 3 5 4 Change log The Principal Toolbox has a separate Change log which offers a central repository for documentation of changes within your project The project manager needs to judge all issues by their priority and their impact In case that an issue off spec RFC falls
21. layout is based on the reporting model as defined on the portfolio To supply the requested information the project manager follows these steps 1 Within the project select the tab Portfolio Report and press the Edit button Dashboard Properties ProductBreakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Plaza Apollo Project Save Cancel Portfolio Last Published On Portfolio ICT NL 28 Feb 2011 Due date Last Published By 29 Jan 2013 Erik Aalbersberg Report Status Request Remarks o Forecast start date 01 Jan 2013 Properties General Name Apollo Project Project Manager s Peter Cole Start Date 28 Dec 2012 End Date 03 Apr 2013 Progress Tijd Status Tijd Status Geld a Status Planning Planning Status Resources Resources Financial Budget Actual ETG 150 000 00 100 000 00 75 000 00 The porfolio report is to be filled out by the project manager EAC 175 000 00 2 Update the editable fields with the latest information and press the Save button 3 Then press the Publish to Portfolio button to send the information off to the portfolio 3 1 3 3 2 Copying data Within the Principal Toolbox there are two options to copy a specific view to another application Options are Copy to clipboard Save list to RTF Save list as XLS Copy to clipboard The Copy to clipboard function is a quick way to export the information sho
22. 1 4 68 E 100 E A timeline is a graphical representation of information in relation to time Timeline reports enable you to instantly report on different types of cost or hour entries over time Timeline reports can be used to compare your available resource capacity with you requested and allocated resource availability lt can also be used to compare the budget and actual costs within a project Timeline reports work like pivot table known from MS Excel It creates reports on entries coming from time registration cost entries and resource management Timeline Reports Close Entries Custom view v View Options 1 000 Hours Jan 2010 Feb 2010 Mar2010 Apr2010 May2010 Jun 2010 Jul 2010 Aug 2010 Sep 2010 Oct201C Actual Assigned Example Timeline Report Based on the start and end date of an entry a timeline report creates an overview in time for instance the total costs per month per project or the number of hours resources are allocated to projects The timeline reports can be found on the same location as the normal reports So they are available enterprise programme portfolio and project level They are also available in the different modules 2015 Fortes Solutions BV Automated Reports 145 like time registration and resource management Reports Programmes Project lists Projects Products Plan Items Issues Risks Changes Quality reviews Actions Lesson
23. 5 The web browser opens a pop up for opening or saving the Excel list 6 When clicking the Open button MS Excel will automatically be opened and the data is available for further modification 3 1 3 3 3 Generating automated reports The Principal Toolbox has extensive report functionality available These reports come either as RTF files readable by all text processors like Word WordPerfect and Microsoft Excel files Within the Principal Toolbox a number of fixed keywords are available which you can use in your templates When generating a report these keywords will be replaced by information from the Principal Toolbox database All views defined in the Principal Toolbox general and personal are available for reporting 1 Go to the Project Dashboard or go to a specific product page where a merge template is available Automated Reports Edit E39 Highlight Rapport 3 Highlight Report 2015 Fortes Solutions BV 56 Principal Toolbox 6 0 On the Project Dashboard Templates Add Add Note Open Template Remove Show History Update Name Description Revision Published Publisher Merge wE Highlight_Report nt Highlight Report v2 0 22 Jun 2010 Erik Aalbersberg e On the product page 2 To generate a report with the project actuals click the name of the report at the heading Automated Reports or at the product page 3 After the report is opened in a new screen it can be altered and then saved In o
24. 5000 4000 4000 6860 10000 7000 Drag fields between areas below W Report Filter E Column Labels Values s dd Row Labels Y Values Name z Sum of Costs Y i Defer Layout Update 4 gt gt Report Data 2 Ready 0 go 100 Pivot Table inserted 4 1 2 2 5 Finishing the Excel Report Template When all the keywords have been inserted into the template and required charts and Pivot tables have been added the template can be made available within the Principal Toolbox To publish the template for use of reporting navigate to the appropriate location in Principal Toolbox For example if you would like to use the report on a programme navigate to that specific programme dashboard to add the template Tip If you add the template in a model either a project model or an MSP programme model the report becomes available automatically on the projects MSP programmes that are created based on the model At the appropriate location access the automated report list Edit button on the list of available automated reports See also creating an Excel report template 132 To upload the merge template in the Principal Toolbox click de in the Templates header in the Edit Automated Reports window Fill in the following information Description This will be the title of the report shown on the dashboard Revision Doc nr Use this to give a version number to your template Filename Locate the XLS
25. AE Theo van Wirdum Tom Maassen Weerdenburg R C v Recsvssevonevessusssevossvesusssssesevsssusssusesevessusssuseseveseusesusesens OK Cancel Adding resources 2015 Fortes Solutions BV 106 Principal Toolbox 6 0 3 3 1 2 3 3 1 3 5 Select a resource s on the right and click lt lt to appoint the selected resources to the resource pool 6 Click OK to save your changes Non Project Activities To allow for allocation of a resource to non project activities and thus diminishing the resource s available hours for project allocation one or more predefined sets of non project activities need to be assigned to a resource pool 1 Navigate to the Resource Pool 2 Inthe tab Dashboard click Edit Properties to edit the main properties of the resource pool A popup window will appear in which the properties of the resource pool can be edited Edit Resource Pool Edit name and description Name Resource Pool IT Description Non Project Activity Sets Non Project Activity Sets Niet Project Activiteiten Non Activit s du projet Non Project Activities INon Projekt Aktivitaten OK Cancel Select a non project activity set 3 Select the right non project activity set s to be assigned to the resource pool and click OK to return to the main window Creating non project activity sets 155 is part of the Configuration For more information click on System Admin
26. AO O E a a NT EE 40 Usinge Gante ai E A eens 40 Baseline SUD DOM arianne a a ie 42 Produc Pag mssp gn a ad da eiaa E E i 43 Assigning responsibilities for Produts aa 44 PSSIOMING DUI Su Aa 46 Defining DSPENTENCIES a A A a 47 Requestind TOSQUICOS ns israel iadadii A EKENS 50 MENE e PAPA e vente eeateeuteccuetectnauseseese 51 2015 Fortes Solutions BV Contents 5 Progress Pla rata 51 Registration OF actual POUS eerie ie e lira 52 Filing intime sheets ada ON aeien a R PEA E S Ee AE E 52 Time sheet approval AA iia 53 REPO Aca 53 Portiollo reporting ALAN 53 COpying data vetas cese iiiaas 54 Generating automated Titeres 55 SEHN NOIET ANNO OS sis aashs asec dane chlc tsa ates ue cated vada ceed sect adie eds as ln eana cae uate nes tas eeaas angst aie cee eee eaten 56 Document management and approVal ooccccnccccoonnccnnnnncnnnncnoncnnononcnnnnnnonnanonnncnnnnonn nana nnnnnnnnonnnannnnnnnnnnnonnns 58 Adding documents and templates to Products eseeeeseseeeeeeeeeeeeeeeeeeeeeeeeeeaeaaaaeaaaeaeaeeseeseeeeeseeseeeeees 59 Jpdatng a document onea apcancawenmoinarncenca R Na 59 Docimentapproval add O usina a 60 Adding MINUTES Ol MESURA a a e leew had ees 61 Issues risks quality reviews and lessons learned cccccsseeeeeeceeeeeeeeecaueceeeeeeaeaseeeesaaeeseeeseaeeseeeseasaneeeseeaaes 62 ISSUGIOG Aaron Ne E N 63 RISKIOO uruapan 65 Quality revi wlod aeaaea a tie a eae
27. Actions a Lessons learned Portfolio Dashboard Fortes Fortes Solutions Dashboard d Henk Visser Cost Hour Entries Entries Portfolio Division FR Yung Ji Lao Ruud Peltzer Portfolio Models Import Export Archive Timeline Reports Name a Description Entries Portfolio model Default Portfolio Model Portfolio Model NL Portfolio Model from the Netherlands Portfolio Management module 3 Click OK You will now return to the portfolio dashboard where all portfolios are listed including the new portfolio you just created 3 2 2 1 2 Portfolio items When opening the Portfolio Management module which is found in the top blue bar at the top of the screen an overview of all portfolios is shown Click on the name of one of the portfolios to open it A portfolio contains portfolio items of which there are various types e Initiative a business idea that may well be turned into a project in the future e Single Sheet Project a simple type of project without detailed plan e Project a standard project with a plan which is managed using the project management side of the Principal Toolbox A portfolio item can be used to store management information like the budget information about resources planning information and the goals of the project How to create a portfolio item is explained in this section Creating portfolio items ss Each type of portfolio item has its own icon Initiative oe Single Sheet Project P
28. Allo Plan Req Allo Plan Filter by Filter by Dug Resource Pool IT 57 39 57 39 61 39 39 39 92 112 102 102 20 ee Erik Aalbersberg Project Manager IC 20 10 20 10 20 10 10 10 16 16 16 16 pow Ivo Rings Software Developer 23 15 Za 15 me 15 15 15 22 22 22 22 l eee John Edwards Software Engineer 10 10 10 10 10 10 10 10 32 52 52 52 20 oe Peter Cole Software Developer 4 4 4 4 4 4 4 4 22 22 12 12 57 39 57 39 61 39 39 39 92 112 102 102 20 p 2015 Fortes Solutions BV 112 Principal Toolbox 6 0 Requesting resources on a project 4 To add a row in which a resource or skill request can be entered click on the sign in front of the appropriate resource pool To request a resource perform one of the following steps a To request a specific named resource select a resource name from the drop down menu in the resource name field underneath the appropriate resource pool Optionally select the skill that the resource is requested for in the drop down menu in the skill field next to the resource name field b To request a skill instead of a specific resource select a skill name from the drop down menu in the skill field underneath the appropriate resource pool The resource manager will allocate a resource with the desired skill to match the request 5 Click Save to save your changes This will automatically send new or changed requests to the Resource Allocation Manager 3 3 2 2 Planning resources Instea
29. Apollo Project EPI SA Office 2010 Objective Implementation Organisation Peter Cole Status o Sta sta t late Info 1 Issue log R Risk log a Quality review log C Change log z Daily Action log Lessons learned log 5 D Minutes of meetings Automated Rep HB Highlight R 3 Highlight Re My to do List Project dashboard 1 Tabs Directing a Project Starting Up a Project esource Management Documents Portfolio Report Reports Guide Plaza Initiating a Project Products 0 a Y O Y o SS Project opstart Project initiatie Project business case Project Initiatie Document PID Project Autorisatie Specificatie fase Behoeften inventarisatie werkpakket Vragenformulier opgesteld Formulieren verzonden Intake gesprek met eindgebruikers Implementatie voorbereiding werkpakket Handleiding systeembeheer Instructie systeembeheer Handleiding aangepast Installatie door leverancier Pilot installatie Installatie door systeembeheer Geteste installatie Stage 1 Stage2 Stage 3 Specificatie fase Edit Properties Edit Members Pack Project Offline Bm A Q Project afsluiting O Project Board O Project Manager O Team Members Erik Aalbersberg Peter Cole John Edwards Owner Yung Ji Lao John Edwards John Edwards Richard de Groot Yung Ji Lao Peter Cole John Edwards Herman Mulder Peter Cole Edit Owner amp Milestones Edit Project Plan Set Baseli
30. Copy products Specialist Management Work packages Product Breakdown Project plan Project end product New Project Mandate Product 1 Project Brief Initiation Stage Plan Product 2 Initiation Stage Authorisation l Initiating a Project Business Case Unassi gn Project Initiation Documentation PID p Next Stage Plan To rename double Project Authorisation click on item Execution Stage 1 To permanently remove items Work Package 1 drag them into the trash can Product 1 1 Remove Highlight Report End Stage Report Next Stage Plan Next Stage Authorisation Execution stage 2 Work Package 2 Illl Product 1 2 Product 2 1 Product 2 2 Highlight Report Mandatory products in the project plan The setting mandatory is part of the product properties and therefore visible on the product page A mandatory product within a project model can only be modified by the model owner and within an ongoing project by the system administrator To make a product mandatory go to the product page of the product you would like to make mandatory Click on Edit and check the box that says Mandatory Then click on Save to save your changes General Logs Dependencies Costs amp Hours Resource Demand Product Project Initiation Documentation PID Save Cancel Page Layout v Name Project Initiation Documentation PID Planned Actual date os date Description Includes project plan M Start Owner Group Project
31. Create move and archive sub programmes Support e Remove and restore archived projects project models on assigned level e Assign project manager to a new project e Manage roles managers and readers of assigned level e Create edit and remove issues documents risk s etc within assigned level e Read all information within own and underlying levels e Settolerances for the projects within assigned programme project list e Modify layout of programme project list dashboard 2015 Fortes Solutions BV 16 Principal Toolbox 6 0 ea Rn pie reer role e Read all information within own and underlying levels Roles on portfolios Portfolio Management Manager Create and archive portfolios Assign managers and readers to individual portfolios Manage roles at all levels within the portfolios Access to all portfolios and their data Create and archive portfolio items within portfolios Administer portfolio models Remove and restore archived portfolio items Assign a project manager when starting a project from a portfolio item e Changing the portfolio dashboard layout Portfolio Management Reader e Read access to all data within the assigned level Portfolio Management Members e Can be assigned to individual portfolios as readers or managers Note before being granted access to portfolios users first have to be a member of Portfolio Management Roles within projects Project Manager and Project Support Manage all i
32. Data Extending report data allows you to add information to the report data retrieved from the Principal Toolbox For instance adding a calculated column to a table This can be useful when data has to be presented different than the default formatting or if the data needs to be post processed The report extension is standard Excel functionality and can be applied as is on single cell data like the budget field of a project However for tables of data based on views in the Principal Toolbox it is more complex The data coming from Principal Toolbox have a dynamic behaviour The number of rows may change in time and or the location at which the report is used This behaviour makes extending the report data and other advanced options a bit complex as it has to be configured in such a manner that it works independently from the number of rows in the table To explain the proper way of configuring extended report data consider the following example Here the impact of a risk is to be determined based on the Principal Toolbox fields Chance and Severity The impact is to be determined by the impact matrix stated below In the table the impact is stated as a value between 1 and 25 The objective is now to add this impact as a column to the report data To start it assumes that an appropriate view is created in the Principal Toolbox and is available as a 2015 Fortes Solutions BV Automated Reports 141 keywo
33. Dynamic Last month gt Fixed date Startdate Show entries without bookdate additional column v Show values as cumulatives Initial value for cumulatives zero 0 v Horizon 12 Months Show as Pivoted table in Excel 5 Apply a filter on entries select Budget and Actual in the filter type This will give you only the cost entries of the type budget and actual 2015 Fortes Solutions BV Automated Reports 147 Apply filter on entries Create Date No filter Create Date Before Today a Create Date Equals Value x Is draft 9 No filter Ols draft No mw Type No filter 9 Selection Actual a Assigned Budget Capacity Committed Demand EAC ETC pa Exclude selected items 6 Select Table as the representation type to get a table with the budget and actual costs Timeline representation Representation Oi Table Sete Chart Table configuration Available fields Selected fields EntryCustomBool1 Type EntryCustomBool2 gt gt EntryCustomDate1 EntryCustomDate2 EntryCustomDouble1 jamn EntryCustomDouble2 lt lt EntryCustomint1 EntryCustomint2 EntryCustomRef1 EntryCustomRef2 7 Table configuration select the field to show per row Select product and type to display the product name in the type of entry budget or actual 8 Click OK and see the result on screen Save
34. Edit Members Customise Page Text Edit Field Configuration Edit Page Layout Edit Widgets MW amp Q View Options Previous versions Name Report Models Name a Monthly Report Weekly Report All Previous Versions hd iew Options v Saved By Remarks by Owner Monthly status update Weekly status update New Import Export Archive Example portfolio model Defining a project sheet The page lay out of the project sheet which is shown when opening a portfolio item can be customized for each portfolio or portfolio model The project sheet can be used in displaying the basic project or initiative properties including custom fields and status information The page lay out is defined by 1 From the Portfolio Management dashboard open a portfolio model or one of the existing portfolios 2 Press the button Edit Page Layout 3 A new windows opens of which the left hand allows for defining the layout whilst the right hand side contains a list of all fields and properties that can be dragged onto the layout side Dashboard Financials Portfolio Gantt Documents Archive Portfolio Model Portfolio Model IT Edit Properties Edit Members Customise Page Text Edit Field Configuration Edit Page Layout Edit Widgets MH amp Q Name Portfolio Model IT Description Editing the page layout Change Page Layout Here you can change the page layout You can drop sections and fields into the page layout section
35. Fortes Solutions BV 100 Principal Toolbox 6 0 Configure Finance Process Configure the financial periods to show within the financial overviews The current financial period is based on the current period start date Select the categories to use within the portfolio A custom configuration is only available when this is permitted at a higher level Portfolio model Use configuration from related portfolio model Use custom configuration Set Financial Periods Current financial period Starts on first of July v Time scale Per month Duration 1 Y years Preceding financial period Show preceding period Iv Summarise all up to current period Yes No Succeeding financial period Show succeeding period Iv Summarise all after current period O Yes No Time scale Per quarter Duration 2 v years Set Behaviour Configure how to work with the different financial types Choose behaviour of the type and in what level of detail the information should be shown for the current period Behaviour Level of detail current period Reserved Editable by portfolio manager not visible by project manager v Single value complete current w Budget Editable by portfolio manager visible by project manager X Single value complete current w Actual Visible by project manager and portfolio manager values are imported from time sheets v Per time scale complete current w Committed Not used v Per time scale complete
36. Helpful Text Purpose of the Project Initiation Document is to define the project and create a basis for the project control and determination of success of the project This means the PID also plays a role during the project It is a baseline for Project Board and Project Manager to gauge progress evaluate changes and keep an eye on feasibility The PID answers the what why who how and when of the project Product page 4 In this example a new page with an approval cycle is defined Place a tick in front of Custom layout with approval Approval Settings Configure the product approval Set whether the product should be approved and what approvers should be used Enable product approval iv Approvers can be selected from All project members e Persons defined in field Owner On approval set field Final v to Approved OK Cancel 5 Next step is to define which fields need to be available on the page In the first pull down menu select if the field is a project field e g project name or a product field Then select the field to show on this custom product page 6 The last action on the page is to select what field will be set when all the reviewers approve the data on the product In the example given a custom product field product approval is used to set on approval 7 When this project model is used for a project the project manager or the owner inserts data on the 2015 Fortes Solutions BV Advan
37. IT 50 4960 i e Project Manager ICT Erik Aalbersberg Rate 110 0 40 4400 ha Ena Software Developer Peter Cole Rate 56 0 560 50 4960 Resource planning on product level An overview of all planned resources on the project is found on the Resource Allocation tab under the header Resource Management To only view planned resources and not the requests the timeline settings have to be changed Press the Edit Timeline Settings button to set the Resource 2015 Fortes Solutions BV Functionalities 113 Allocation Process to Project Demand Driven Any hours planned against the product will be evenly distributed across the duration of the product which is defined by its start and end dates 3 4 Time registration add on Registration of hours using the Principal Toolbox is done by using the module Time Entry Users of the Principal Toolbox who are assigned to so called Time Registration groups will receive a timesheet which they can then use to register the hours worked against projects and non project activities like leave Using these timesheets actual cost entries can be allocated against projects and non project activities according to pre defined hourly rates 3 4 1 Generating submitting and approving timesheets The process contains the following steps which are explained in the next sections 1 Creating a time entry configuration 113 With this step you define which products are
38. In the left hand half you can enter dates by clicking the cells and using the calendars Alternatively you can use the graphical part of the window Here you can change duration and dates with your mouse by dragging the time lines of products First of all you need to define the start date of your project To do so click In the dialogue select the start date This can also be used to move a group of products to a specific start date See the note above for info about selecting multiple products Set the date of the first product in every stage or work package by dragging this to the planned start date or use the button shown above All products in this specific work package or stage will be moved automatically to this date The next step is to plan the products in this specific stage or work package individually a To move the product forwards or backwards in time you need to place the cursor in the centre of the product bar hold the left mouse button down and drag it to the correct position b To alter the duration you need to place the cursor on one of the sides of the product time bar and drag the side in the desired direction To define the draft and checked milestones or to set dates in a calendar you can use the left side of the Edit Gantt window After clicking in a cell a pop up shows a calendar where you can choose the date As soon as you have set the draft or checked milestones in the table on the left they a
39. Initiation Stage Authorisation Project initiatie Project business case Project Initiatie Document PID Product Project Autorisatie Dependency Type Finish to start v OK Cancel CU Adding a dependency The relationships are verified based on the start and end date of the products If an end date of a Predecessor is delayed or planned later than the start date of the Successor and the relation is defined as Finish to Start a blue traffic light is shown to indicate a problem Highlight Reports Peter Cole 24 Feb 2013 01 Mar 2013 Next Stage Plan Yung Ji Lao Richard Hammond Samuel Davies 01 Mar 2013 01 Mar 2013 04 Mar 2013 b Next Stage Authorisation John Edwards 02 Mar 2013 05 Mar 2013 Dependency on the project dashboard External dependencies External dependencies are represented in the projects Gantt diagram These are represented with a big dot and the word external To see details of the dependency place your mouse on the dependency and a pop up screen will show the details Dependencies on the Gantt On programme level these inter project dependencies are also represented so the programme manager can see bottlenecks in the execution of the programme See the screenshots below 2015 Fortes Solutions BV 50 Principal Toolbox 6 0 Dashboard Properties Gantt amp Dependencies Benefits Monitor Documents amp Knowledge Models Archive Project list Qua
40. Project plan Project Mandate Project Brief Initiation Stage Plan Initiation Stage Authorisation l Initiating a Project Business Case Project Initiation Documentation PID Next Stage Plan Project Authorisation Execution Stage 1 Work Package 1 Product 1 1 Highlight Report End Stage Report Next Stage Plan Next Stage Authorisation Execution stage 2 Work Package 2 Product 1 2 Product 2 1 Product 2 2 Highlight Report Delete a stage by dragging it right onto the garbage bin 3 1 2 2 4 Editing work packages Project plan Unassign To rename double click on item To permanently remove items drag them into the trash can Remove m Save Cancel Copy products Specialist Management Work packages Product Breakdown lt lt gt gt Project end product Product 1 Product 2 Note Only project managers and project support can edit the project plan Work packages are used to assign multiple products to the same team PRINCE2 or as a means of making a further subdivision in stages Principal Toolbox uses them to calculate summarised start and end dates and subtotals of costs and hours Note empty work packages result in errors when the Principal Toolbox calculates progress on the project dashboard so only use work packages with products inside see the section planning products 38 Stages are edited in the Edit Project Plan window Before starting any action go to thi
41. Resource Allocation Managers Albert Swank Resource Allocation Readers John Edwards Resource Allocation Members Theo van Wirdum Tom Maassen OK Cancel Available users Arjan van der Laan Remove gt Erik Aalbersberg Henk Visser Herman Mulder Ivo Rings Jan Jansen Jeroen van Barneveld ein ce Richard de Groot Ruud Peltzer Ruud v Weerdenburg Samuel Davies Support Administrator Yung Ji Lao Edit members for Resource Allocation 2015 Fortes Solutions BV 102 Principal Toolbox 6 0 3 3 1 Managing a resource pool A resource pool and pending resource allocation requests are managed by a resource allocation manager 1 Navigate to the resource pool that you would like edit 2 Navigate to the Resource Allocation tab In the Request amp Allocation section a grid is shown with requested allocated remaining and available hours per period for each resource The cells in this grid are color coded to provide a quick overview Blue cells indicate resource requests that are not yet fully fulfilled with allocated resources Green cells indicate remaining hours that can be allocated to projects or non project related activities Red cells indicate over allocation of a resource in a specific period Dashboard Properties Request amp Allocation Projects Availability Resources Resource Pool Resource Pool IT Horizon 3 Months Start Date Scale Fill
42. Set properties for the view You find more information at Manage views 23 Note that on some pages not all functions are available for use The following example illustrates how to define a view on the Report tab The view will show all finished products and totals of budgeted and actual hours and costs 1 Go to the Report tab 2 In this example we will add a filter that shows all finished products in the project Since we want to see a list of products we choose Products in the left hand side of the window View Options 3 Click Set Filter in the View Options menu Set Filter To select finished products set the field Final Status to true After clicking OK set Columns you get a view of the selected finished products Set Widths Chart Options 4 With Set Columns you can add and remove columns from the view Advanced one fe Make Default e To add columns to the view select them on the left side in column All gaya iey l f Ve VIEW fields Click the gt gt button to add the columns Manage Views e To remove columns from the view select them on the right hand side a and click lt lt to remove e Set the order of columns with the up and down buttons You can also set the Sorting order of the view The field Complete list will show you either 50 results per page or the entire list on one page 5 Change the column widths with the Set Widths option Drag the line between columns to incr
43. System Role Normal User or Administrator The administrator role has logically all rights A normal user has only the rights that are allowed depending on his her permissions within the programmes and projects Remarks User specific remarks to send within the e mail 5 Click OK in order to make a user in the system 2015 Fortes Solutions BV 164 Principal Toolbox 6 0 An email will be generated based on this information When there is no mail server configured in the Principal Toolbox or there is no email address filled in during the creation of the new account you are able to fill the email with the relevant information and then send this further to the user by yourself Otherwise the Principal Toolbox will generate the email automatically and send this to the users email address In order to delete users or to change the current information you go to the User Administration page and by using the Edit and Remove buttons you are able to alter or remove information about a user 6 2 2 1 Person details Besides the basic information for the user login there is an option to add detailed information per user resource 1 Goto the Settings page 2 Click the link User Administration A list of all users of the Principal Toolbox will appear Your Principal Toolbox account Message Plain Text File Message Insert Options Format Text Review Adobe PDF aa 29 gt Y 4
44. This way you can quickly locate your projects and items you have to work on 2015 Fortes Solutions BV Introduction to the Principal Toolbox 11 Throughout the application except on your homepage you will find the so called bread crumbs that show you where you are in the programme and project tree Click the bread crumbs anywhere higher up in the hierarchy la lt 6 E Principal Toolbox8 Demo x fh es Es File Edit View Favorites Tools Help j Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup Projectmanagement gt IT Department gt IT_Change projects gt Venus Project Dashboard Properties Product Brea Plan Gantt Resource Management Documents Portfolio Report Reports Guide Plaza Project Venus Project Edit Properties Edit Members Pack Project Ofline MW A Q Stage 1 Stage2 Stage 3 Inventarisatie en voorbereidingsfase Objective Realisation of the Venus Project sta Project closure Organisation Albert Swank Status J Directing a Project Info Starting Up a Project Initiating a Project Directing a stage Managing stage Closing a Project boundaries Managing Project Delivery O Project Board O Project Manager O Team Members FORTES Project Dashboard bread crumbs 15 Logging on Before you can log on to Principal Toolbox the system administrator must
45. a full set of management products more Info Starting Up a Project Closing a Project gt _ Delivery PRINCE2 a O Project Board O Project Manager O Team Members Logs Products Edit Owner amp Milestones Edit Project Plan SetBaseline t New Total E Starting up a Project Newser R Risk log Project Mandate i FR ie ea Q Quality review log Project Brief a a zx a Change log Initiation Stage Plan A Daily Action log Initiation Stage Authorisation F FRE Initiating a Project m Minutes of meetings Owner Start Draft Checked Final P 000 R a A Business Case Automated Reports Edit Project Initiation Documentation PID Pe _ g Highlight Report Next Stage Plan m pa ga End Stage Report Project Authorisation Part of the dashboard of the PRINCE2 project model which is identical to a project dashboard It is possible to have multiple project models within your organisation So you can have a default PRINCE2 project model for general use and more specialised project models with specialised content For instance a project model for sales or for software implementation For these purposes you are able to build a product breakdown see the section about product breakdown 32 that matches most situations for these specialised projects When starting a project based on one of the models you are able to adapt the product breakdown to fit
46. able to define personal views of the information presented on the different report pages As already explained in the previous section views can be defined on the different levels e g enterprise programme on all logs and on the Plan and Report tab With the Manage Views option which is available on all mentioned pages you can manage these views View Options i Set Filter Set Columns Set Widths Chart Options Advanced Make Default Save View Manage Views 1 Go to a page where views can be defined and click Manage Views 2 A window will pop up which lists all available views for this page This window shows all available views Built in views Predefined views which are standard within the Principal Toolbox Global views Global views defined by the organisation Local and personal views Project or user specific views The settings for the global views can be modified by the system administrator The settings for the local and personal views can be modified by the user who has created the view and the system administrator Manage Views Back Manage the list of available views The following view types exist Global Views can be used by everyone everywhere Only system administrators can adapt these views Local Views can be used by everyone on this location System administrators and coordinatoren can adapt these views Personal Only you can use and adapt these views Views are available ever
47. action log 68 7 By clicking Add or Add note in the Documents header you can add any related documents or notes 8 To copy or move a change to another programme or project you can use the Copy or Move button Copy Move 9 To close the change set the status of the change to closed Alternatively from the change log you can select the change and set the status to closed with the V button Change log at Apollo project Close amp Changes Edit New Remove v l fi ga 68 Copy Move Open Changes View Options Nr Description 5 A Type Owner Product Plan item Due Date Remarks i 2 2 Replacement Server 0 0 Specification John Edwards Database configured 09 May 2010 1 Change in plan or 0 0 Planning Yung Ji Lao Requirements report 04 May 2010 specification Documents files links text Add Add Note Name Description Revision Published Publisher Change log 3 1 3 5 5 Daily action log Actions can be created from product pages related to issues risks changes quality reviews and from the action log To define an action do the following 1 There are several places from where you can create actions if you have the correct user rights a From the project dashboard open the Daily action log b Alternatively go the Logs tab of a product c Find the blue Action listing header when on the detail page of an issue risk or other log item 2 Now click Action log and fill in the following informati
48. administrator Project models can be edited in the same way projects are edited in Principal Toolbox So it is possible to add templates documents automated reports a product breakdown issues risks lessons learned etcetera Any data you enter into the project model except for user names owners of issues products etc are copied into projects created with that project model To prevent your original project model from being polluted or your templates etc from being lost it is recommended to work with a temporary project when you want to create or change a project model This way you can enter example data to check views and automated reports without affecting the original project model Take the following steps 1 Navigate to a programme project list where you can create a temporary project If there is no such programme or project list create it or discuss it with the system administrator 2015 Fortes Solutions BV Functionalities 75 2 Create the temporary project based on the project model that best approaches your desired end result 3 Change the project to match your desired model a Optionally add a product breakdown for projects with similar end results b Add the default management products that are used in your organisation Use the blue products for management products c Add green project board products to mark decision points go no go decisions in your projects d Set up s
49. amp Approvers Hour Entries Time Entry Group ICT Name ICT Description Groep voor ICT medewerkers Group Approvers Name Email Remarks Ruud v Weerdenburg r vanweerdenburg fortes nl Group Members Name Email Remarks Arjan van der Laan Laan mail com Erik Aalbersberg e aalbersberg fortes nl John Edwards erik fortes nl Ruud v Weerdenburg r vanweerdenburg fortes nl Samuel Davies Davies mail com Time Entry Configuration Membership Non Project Activity Sets Add Remove Add Remove Add Remove Members and Approvers of a Time Entry Group 3 4 1 3 Configuring the approval process Approving timesheets can be set up in four different ways e Approval required by the project manager and line manager 2015 Fortes Solutions BV 120 Principal Toolbox 6 0 Bis gf Project manager Line manager Aes submits timesheet approved hours approves approves PP PP and costs e Approval required by the line manager only Allocated approved hours and costs Employee submits timesheet Line manager approves e Approval required by the project manager only Employee TREE Allocated submits ros approved hours timesheets PP and costs e No approval required timesheets are automatically approved when submitted Employee Automatic Allocated submits approved hours timesheets and costs approval The approval process can be configured in these various ways using a number of sett
50. and then saved In order to make the report available to the project team it is necessary to upload it in the Principal Toolbox Note To edit the automated report or merge template later on go back to step 2a and continue Note In RTF templates the system setting default or custom is used for language not the personal locale Automated Excel reports The Microsoft Excel reporting allows you to create well formatted reports based on Principal Toolbox data The reports can be extended with charts An automated report for Excel must to contain macros to be able to retrieve data from Principal Toolbox Therefore you need to be able to run macros to generate these reports The Excel reports are based on a special Principal Toolbox template This template contains keyword that point to fields and views in Principal Toolbox When generating a report these keywords are replaced by data from the Principal Toolbox 2015 Fortes Solutions BV Automated Reports 131 4 1 2 1 In this section we will explain how to generate Excel reports Creating and editing templates yourself is possible even with basic Excel knowledge Some of the more advanced features would require some more knowledge of Excel The topics can be found below e Using an Excel report 131 e Creating an Excel report template 132 e Advanced topics 140 Note automated reports within projects are available to project managers and project support On pro
51. available menu click Macro gt Security When the Security dialog is opened click the tab Security Level and set the security level to Medium Re open the Excel template Excel should ask to accept to run macros Nothing happens when the Save list as RTF button is clicked On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Downloads section set File download to enabled Edit Project Plan Drag and drop in Edit Project Plan window won t work On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Scripting section set Active scripting to enabled Internet Explorer blocks a pop up after adding the first product on On the Tools menu click Internet Options Open the Security the Edit project plan page tab and click the Custom level button In the Miscellaneous section set Use Pop up Blocker to disabled make sure there are no other Pop up blockers active The Edit Project Plan window hangs while message Processing On the Tools menu click Internet Options Open the Security please wait is displayed tab and click the Custom level button In the ActiveX controls and plug ins section set Script ActiveX controls marked safe for scripting to enabled make sure there is no other script blocking software active Gantt chart editing Can t drag bars in edit Gantt dialog On the Tools menu click Internet Options Op
52. bars pop ups when disabled Launching applications and unsafe files Enable Submit non encrypted form data Enable Use Pop up Blocker Disabled Internet Explorer blocks the Edit name for new item dialog after adding the first product on the Edit project plan page when enabled Active scripting Login button on login screen doesn t react Drag and drop in Edit Project Plan window won t work when disabled User Authentication Logon Automatic for logon When Single Slgn On is enabled this setting allows only in Intranet zone to sent username and password over the intranet Navigation The Principal Toolbox is a web based application in which navigation works the same way you are used to on the internet You perform actions by clicking with your mouse button or by clicking hyperlinks on the page However the regular buttons of your web browser will not work within the application 9 X 3 Google w Favorites Principal Toolbox Principal Browser buttons won t work Instead navigating through Principal Toolbox is done by using the dark blue header within your browser window Project management is the highest level in the hierarchy for your organisation s programme and project tree From there you can navigate down the branches of the tree to locate your projects On your home page accessible through the Home link in the dark blue header you will find all projects products and log items you are connected to
53. button to Note inconsistencies or conflicts resulting from coloured indicators For their meaning consult the use of colours in projects 18 on dependencies see defining dependencies 47 Project initiation John Edwards John Edwards Samuel Davies Initial Business Case Project Initiation Document Project Authorisation ess 0 To delete a dependency use Remove dependency Buttons n use the Solve conflicts button A Select be recalculated and click the button After problem solved save the changes made mutually depending products are indicated by For more help 12 1 11 Feb 2013 3 1 2 3 3 Baseline support To keep track of progress and changes in the original planning is can be very useful to work with baselines It allows you to compare the current schedu le with the baseline planning There are two possible baselines in the Principal Toolbox You can set a planning as nitial Baseline or Current Baseline Setting the baseline will copy the current product planning to the selected baseline for comparison when the project progresses Set Baseline Save a planning as nitial or Current baseline by clicking Set Baseline This button is available on the project dashboard Plan and Gantt Edit Gantt Lal Set Baseline A Switch to MS Project Planning ExporttoMPX E Choose the baseline type Initial or Current Baseline t o save the schedule 2
54. by clicking the Refresh PT Data button on the template toolbar 2015 Fortes Solutions BV 136 Principal Toolbox 6 0 4 1 2 2 3 Creating a Chart Based on Principal Toolbox Data To create or insert a chart based on Principal Toolbox data it is required that the data has already been inserted through a keyword see Inserting Principal Toolbox Keywords 134 Next click the Insert Chart Based on PT Data button on the report toolbar Open In Contribute Principal Toolbox Repor A dialog as shown below should appear In this dialog select the data that should be used as the source for the chart and the location where the chart will be related to if not placed on a new sheet if chosen Principal Toolbox Insert a chart based on Principal Toolbox data indicated by the inserted Principal toolbox keyword Define the source for the chart whether or not the chart is to be placed on an existing sheet Principal Toolbox keyword Issues All Issues on Report The chart will be dynamically linked to the Principal Toolbox data When the report data is updated the chart will adjust likewise More help To alter the chart location click the _ button behind chart location and select the location This is mainly useful for showing the chart on a sheet different from the source data The selection for Principal Toolbox data will
55. current w Forecast EAC Editable by project manager and published to portfolio manager v Single value complete current w Configure Forecasting Process Configure how to forecast costs within the projects of the portfolio Forecast start date This month Allow to override start of forecast start date on report request Iv Set Financial Categories Use all available categories Use selected categories Selected Categories Available Categories Capex External Opex Set Display Options The financial overview will always show all financial categories with data Choose whether to show other selected categories as well Note When many categories are selected the performance may be affected Also show categories without data Iv OK Cancel 6 Adding new financial categories is done from the Setup and Configuration in the Financial categories section This can only be done by an administrator 2015 Fortes Solutions BV Functionalities 101 3 3 Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup Configuration Options h Principal Toolbox Notifications MS Project integration Conversions Manage Hour Rates Project Plaza Currencies Manage Skills Time Entry Manage entries Manage Non project Activity Se
56. dashboard press Edit Properties 3 Enable the setting Configuration of hour rates per resource by project manager Edit Project Model Properties Name Standard Prince2 2009 Project Model UK Objective Project model for larger z Status ER Status Description Project Color um References Resource Pool s Planning Q Selected Resource Pool s Resource Pool Database Resource Pool IT WARNING Changing the planning type causes recalculation of start and end dates Newly calculated dates may differ Product Planning Type Principal Toolbox Planning Export Time Entry Approval of project hours in timesheets v by project manager s Configuration of hour rates per resource v by project manager Time entry on project level only Li Edit properties on projects After this setting has been enabled the project manager can alter the hourly rate for the resources on the project This is achieved as follows 1 From the project dashboard click on the tab Resource Management and choose for Resource Rates 2 Press the Edit button and set the required hourly rate for each resource on the project 2015 Fortes Solutions BV 126 Principal Toolbox 6 0 Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Reports Guide Plaza Project Juno Project Select a project specific hour rate for the resources that a
57. file with the browse button Internal document link Provide a document ID from a document at another location in the Principal Toolbox application The ID can be found in the document history This allows for a centrally placed document to be linked to from projects Update by updating only the original centrally placed document IMPORTANT Make sure the checkbox Document is a merge template is ticked 2015 Fortes Solutions BV 140 Principal Toolbox 6 0 Add a document to the list Download Template Add a documentiink Adding a Excel Report Template Click OK to add the merge template to the Principal Toolbox The document has now been made available as an Automated Report and it can be found on the dashboard in the list Automated Reports To generate the Automated Report click the template name and it will open in a new window After completion the template can be used as a report within the project programme etc See using the Excel report 131 4 1 2 3 Advanced Topics Configuring the template may require advanced options like formatting the table conditionally add calculated data to the original Principal Toolbox data or add custom calculations processing The Excel client reporting allows you to add this kind of configuration to the automated report templates For these topics it is assumed that the user is familiar with the options and functionality provided by Excel 4 1 2 3 1 Extending the Report
58. find several configuration options such as non project activities and custom fields On the left hand side of the page you see a list with subjects that point to the different setup pages We will review the most important subjects in this section Principal Toolbox settings 155 Email notification 155 Creating non product activity sets 155 Defining custom fields 159 2015 Fortes Solutions BV System Administrator Setup amp Settings 155 6 1 1 6 1 2 6 1 3 Principal Toolbox Note this section is only relevant to system administrators This is an overview of the advanced system settings Normally spoken these do not need to be changed Some of these settings will only be shown when add on s are activated Principal Toolbox Only expand active and No next stage Activate product selector in Yes logs Use of PRINCE2 roles No If the full PRINCE2 organisation is used within the organisation select Yes MS Project file As soon as possible As soon as possible If progress of project is to be monitored in MS Project export constraint change this to Yes Must finish on constraint Must finish on To change to a NL version of MS Project Moet eindigen op Must start on constraint Must start on To change to a NL version of MS Project Moet starten op MS Project integration add on Edit project progress in Principal Toolbox If progress of project is to be monitored in MS Pr
59. first create a user name for you After this has been done you can log on using the following steps Note Some organisations have so called single sign on configuration In this case you are logged on automatically with your Windows user name 1 Start up Internet explorer and navigate to the Principal Toolbox homepage The internet address is found in the email that you have received from your administrator The user name and password are also found in this email 2 The log on window is shown 3 Fill in your user name and password and click OK The Principal Toolbox will open with your homepage Principal Toolbox Gebruikersnaam Erik Wachtwoord Inloggen Wachtwoord vergeten Versie 6 0 0 1 6207 Licentie toegekend san Principal Auteursrechten Fortes Solutions B V Enschede Netherlands F O R j E S Meer infocwre fortes n 2015 Fortes Solutions BV 12 Principal Toolbox 6 0 2 Basics Principal Toolbox 2 1 Home page On the home page you are able to see all programmes and projects you have a role part in as well as products log items including issues risks etc that have been assigned to you After logging on to the Principal Toolbox you will be directed to your home page Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup Home Approve Hours My Time Sheets gt Home Cus
60. following these steps 1 Download a basic Excel report template 132 2 Open the template and insert keywords 134 3 Create charts 136 and Pivot tables 137 based on the Principal Toolbox data 4 Finish the template and make the report template available within the 139Principal Toolbox For more advanced topics see the Advanced Topics 140 chapter 4 1 2 2 1 Open the basic Excel Report Template Note you need to be manager of the programme or project to create and edit report templates Within a project also project support can do this To create an Excel report template log in to the Principal Toolbox application and navigate to the level on which you want to place an Excel report For example when you want to create a project report navigate to the project When a programme report needs to be created navigate to a programme where you have access to the automated reports On the chosen level click the Edit button to access the available automated reports A page as shown below should appear 2015 Fortes Solutions BV Automated Reports 133 Automated Reports Close Automated reports insert Principal Toolbox data into a Word or Excel merge template The Principal Toolbox keywords in the template are automatically replaced by the actual content data on generating the report select a merge template or normal document link to upload Please note that Word merge templates can be based on any docume
61. go to the specific Product page where you want to insert the new automated merge report 2 You can do any of the following 2015 Fortes Solutions BV Automated Reports 129 a Open one of the templates already present by clicking Open Template The template will be opened and at the same time Principal Toolbox will open a window with the Keyword Reference b Start with a normal or new Word document Click Keyword Reference to open the window containing the keywords 3 The Keyword Reference window will open where you can select the keywords To select a keyword just click it Keyword List Lookup the available fields and views and click the link to copy the keyword to the clipboard Paste the keyword in your merge template at the appropriate location Project fields Baseline Capacity planning Costs Current Baseline Final IT Capaciteit Custom28 Budget Custom11 Current Baseline Set PM Capaciteit Custom29 Costs Actual Current Baseline Start Costs Actual Cumulative Initial Baseline Final Costs Budget Initial Baseline Set Costs Budget Cumulative Initial Baseline Start Costs Committed Costs Committed Cumulative Costs EAC Costs Forecast Costs Planned Costs Remaining Costs Remaining Cumulative Costs Reserved Costs Status Costs Variance Costs Variance Cumulative Costs Tolerance Finance Hours Costs Active Stage Only Total Actuals Custom32 Hours Actual Costs Orange T
62. gt IT Department gt IT Change projects gt Apollo Project gt Issue log gt 16 Planning will not m 1 Click the email button E in the upper _tssue 1 Panning wii not make i ATT right hand corner of a specific page In this gt ae pal example a new issue is created on the r fee Apollo project and we want to inform the a vol ware members of the new issue 2 Anew page will appear with a short lt lt on yra ERE description of the item in this case issue ves vo 12 You can select the project members eea you wish to notify These can be inserted oe eee manually or by clicking To CC or BCC 2015 Fortes Solutions BV Basics Principal Toolbox 25 3 Check the default contents of the A qa message You can make changes to it as you wish Be careful to let the hyperlink Select members to notify intact since this is very helpful to the Create a noutication ena J Click on Send e mail when you are ready t The Principal toolbox will send the e mail to the selected e mail addresses recipients Edit information to send To i j edwards mail com a m Cc i 4 When finished click Send e mail and the lt entesgioen J Subject i Issue 16 Planning will not make it 1 1 A m al IS se nt to th e recl p e nts Message The Issue 16 Planning will not make it has changed Please review the changes and take appropriate action j Description Pl
63. if setting Personal locale is set to yes UN MO DO Personal locale No Users can a personal language if setting Personal locale is set to yes Link to Document empty Specify a URL to a external location which is used to add Management System a external document link Y Tonta emana Jon cane menprena Y Tercer ves ero use oro mesas Y Perseo estaras Y Tr oe ay ora seco mesadas Y Trae same as voy eo TY Tras Y rate Y Number of currency 2 Number of displayed decimals for all currency values decimals User Login Login type Basic Change if one works with IIS settings More settings See User adminisration gt Advanced options 1655 Ooo a SMTP Server ee Specify the SMTP server for sending email System address Week that contains Configure week numbering a minimum of 4 days in January ISO from address used for emails automatically sent by Principal Toolbox for example notifications only specify when all mails sent should be replied to one email address LDAP settings all settings and field mappings for LDAP synchronisation Contact support fortes nl for more information about LDAP synchronizationand Single sign on options Fill in a fixed from address which is used instead of the users email address when sending email from Principal Toolbox 2015 Fortes Solutions BV 168 Principal Toolbox 6 0 7 Troubleshooting and Solutions 7 1 Troubleshooting Sort Issue
64. keep the CTRL key pressed and click the B iana t lt key 4 Click OK to assign the participants to the product You can remove members by selecting them from the left hand row and then clicking the gt key 3 1 2 6 Assigning budgets In the Principal Toolbox product based planning takes a central place Budgeting and cost registration is also product based so all costs are calculated towards products Note time stage or project based costing is also possible in Principal Toolbox In this case dummy management products are added to the project plan see planning products 38 In the case of time or project based costing add the dummy products to the last stage of your project This way they stay visible throughout the project For the registration of both costs and hours five types of registration are available e Budget The approved budget e Committed Costs you will have to pay e g a contract signed but not yet invoiced e Actual Money or hours actually spent e Remaining An estimate of costs or hours necessary to complete the product e Variance The variance relative to the budget Formula variance committed actual remaining budget Below you ll find the steps to set the budget for your project 1 Go to the Plan tab 2 In the pull down menu select Costs manual or hours manual 2015 Fortes Solutions BV Functionalities 47 3 Click the Edit
65. lessons learned log you can create an automated lessons learned report at the end of the project The lessons learned can be from all areas of interest the project management method tools used good bad experience with suppliers etc The report can published to allow the organisation to improve the best practices from among other things its project management Add valuable lessons learned to the project model s to have them easily available for project managers and team members 1 Go to the Project dashboard 2 Now click the Lessons learned log Logs Lessons learned log 1 Lessons learned log 3 Create a new lessons learned entry by clicking New 4 Fill in the following information Name Name of the lesson learned Creator The creator is filled in by the tool Created Creation date of the lesson learned Filled automatically Remarks Explanation of the lesson learned 5 If more information needs to be added to the lesson learned a document or note can be attached 2015 Fortes Solutions BV 70 Principal Toolbox 6 0 Click Add or Add note in the blue Documents header to add a document or note 6 After completion of these actions click the Save button to save the new entry 7 To copy or move a lessons learned to another programme or project you can use the Copy or Co Move Move button py i Properties History Lesson learned 1 New Checklis
66. line manager needs to be made an Approver on one or more Time Registration Groups 1 Open a Time Registration Group from within the Time Entry module 2 Open the tab Members amp Approvers 2015 Fortes Solutions BV Functionalities 121 3 4 1 4 3 Add the line manager to the Group Approvers section by using the appropriate Add button 4 Any submitted timesheets by members of this time registration group will now appear on the personal dashboard of the line manager ready to be approved or rejected Automatic approval Enabling Auto Approve on Submit will remove the need for line manager to approve timesheets This setting is changes as follows 1 Navigate to the Time Entry module 2 Open one of the Time Entry Configurations and enable the setting Auto Approve on Submit 3 The setting is now enabled for all Time Entry Groups that rely on this particular Time Entry Configuration Note this setting will now prevent line manager from approving timesheets even in those cases where they ve been listed as Approvers on Time Entry Groups Configuring the right approval process With the above knowledge in mind the approval process can now be configured as required Approval by project manager and line manager 1 Enable the option to have project managers approve hours see above for instructions 2 Set the line manager up to approve hours on the Time Registration Group 3 Check that the applicabl
67. of the database 2015 Fortes Solutions BV System Administrator Setup amp Settings 163 11 The system is ready for use after completion of the update processes and the sanity check When problems or fault announcements arise please contact Fortes Solutions support fortes nl 6 2 2 User administration Control of users of the Principal Toolbox runs via de Settings page Using the link User Administration you are able to control the existing users and to add new users 1 Go to the Settings page 2 Click the link User Administration A list of all users of the Principal Toolbox will appear 3 Further click Add Home Portfolio Management Organisation Resource Allocation Time Entry Import Export al Sasbed Sek inordertoadda new user Options User Administration tc updates System Users Edit New New named user Edit Account Details Remove Person All Users y Mew oe y 4 The screen Add mms IA E e se person appears Cole oe z op fill in the following z r zeme mr m data cmon a AA r gt T Firstname First name of the user Initials Initials of the user Lastname Surname of the user Email Users email Hour rate Hour rate optional This hour rate is used in the add on hours registration Username User name External add on Highlight if the user is an external supplier in the project By doing this only the allocated products issues etc are visible
68. products 32 Deleting stages 32 Dependencies 47 Document approval 60 Document management 24 Documents amp knowledge 13 Download 8 e Edit model 74 Edit project model 74 Edit project plan 32 38 Editing data 18 Eenterprise manager 15 Email 24 Email notification 155 Enter License key 162 Enterprise 8 Enterprise dashboard 13 Enterprise model 76 Enterprise reader 15 Excel 130 Excel report 134 Excel template 132 139 External 47 External dependencies 47 Filter 21 Find 25 Finish to finish 47 2015 Fortes Solutions BV Index 171 Finish to start 47 Folders 8 Formulas 140 Us Gantt 40 42 General views 23 Generic models 76 Global view 21 Graphical 34 H Hardware requirements 9 Hide column names 21 Home page 12 Hour rate 163 Hour registration 52 Hour types 46 Hours registration 52 Import views 23 Initial 42 Internet explorer settings 10 Inter project dependencies 4 7 Issue log 63 K Keyword reference 128 130 Keywords 128 130 134 Knowledge repository 13 L Lag 47 Lessons learned 69 License key 161 Local and personal views 23 Local view 21 Logon 11 Manage resources 101 Manage views 23 Managing a resource pool 102 Managing views 23 Mandatory 38 Mandatory products 38 Merge template 128 130 Merge template keywords 128 130 Milestones 39 Minutes of the meeting Models 13 Move products 32 Move stages 34 Move work packages Movi
69. that particular issue 3 1 3 5 2 Risk log The risk log is a central place where risks are identified described and where certain decisions and actions are taken A risk can be made in two ways by clicking Risk log on the Project dashboard or by making a new risk at a product on the Product page In the second case the risk is automatically related to the specific product 1 Go to the Product page of a product 2 Now click the tab Logs 3 Click here behind Risk listing on New Then fill in the following information Risks Edit New Remove y E GS Ga Copy Move Open Risks View Options Description Give a description of the risk Type Fill in the type of risk Status Fill in the risk status Priority Decide the risk priority Due date Final date where after risk measures need to be taken Decision The decision of the risk occurring Chance Chance of the risk occurring severity Impact cause upon risk occurrence Owner Qwner responsible person for the risk Creator Author of the risk Product To which product is the risk related leave blank when it is project related Remarks Any remarks concerning the issue 4 Save your new entry by clicking the Save button 5 Furthermore you can also add an action to the risk by clicking New behind Risk listing 6 By clicking Add or Add note you can add important documents notes to the risk 7 You can
70. the detailed information concerning this specific product you click the product name in the project dashboard 2015 Fortes Solutions BV 44 Principal Toolbox 6 0 Projectmanagement gt Standard Prince2 2009 P gt Starting up a Project gt Initiation Stage Plan General Logs Dependencies Costs amp Hours Resource Demand Product Initiation Stage Plan Edit Change Picture Close PageLayout Approval Settings Edit Widgets Z Name Initiation Stage Plan Planned Actual date Description date PA T Start gt Owner Group Project Manager Draft Owner _ Checked Reviewer Participants Final Priority Duration In Working Days 0 00 Mandatory E Planning Status Planning Percentage Complete Helpful Text A plan provides a statement of how and when objectives are to be achieved by the major products activities and resources it requires for the scope of the plan In PRINCE2 2009 there are three levels of plan project stage and team Team Plans are optional and may not need to follow the same composition as a Project Plan or a Stage Plan Deliverables Add Add Note Templates Add AddNote Open Template Remove Show History Update Name Description Revision Published Publisher Merge 03 Plan rtf Plan v2 0 22 Jun 2010 Erik Aalbersberg Y Product Descriptions Specifications Add Add Note OOO Product page On the Product page there are some extra tab pages Logs
71. the specific circumstances of the project More information about the creation and management of project models can be found in the section Managing project models 74 Portfolio models When creating a portfolio it will be based on a portfolio model This is similar to how a project is based on a project model A portfolio model contains automated reports pre defined project sheets reporting models and a financial model Using portfolio models ensures that portfolios throughout the organization follow the same standards Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince FAQ Project Plaza Import Export v Help Support Setup Portfolio Management gt Portfolio R amp D UK Dashboard Properties Financials Portfolio Gantt Documents Archive Portfolio Portfolio R amp D UK Edit Properties EditMembers Customise Page Text Edit Field Configuration Edit Page Layout EditWidgets amp qQ Name Portfolio R amp D UK a Portfolio Logistics Description Portfolio of the R amp D F OR TE S Overview of all projects within the logistics department with the priority and FTE required per departments quarter Maximum FTE available is 17 If more is needed hiring will be required Status a Status Description Automated Reports Edit Projects Portfolio Management Edit New Send report request Save as version Archive Move All Projects View Options K importance vs Risk Minsk
72. view If you want to save the newly defined view you need to save it with Save view To overwrite an existing view you saved before select the name of this view at the Existing view pull down list To create a new view enter the new name at New view Click Save to save the view Principal Toolbox Principal Windows Internet Explorer provided by Princ a Save view Save the configured view Provide a new name or save the view as an existing view Indicate whether the view should be defined personal only to be used by you local to be used by everyone on this location or global to be used by everyone everywhere Select existing view to overwrite or save as new view Existing View new view View name Type Local Personal Local OK Cancel Save view Select personal local or global See manage views 23 for more information With the Make default option a specific view can be set to the personal default view on that page 2015 Fortes Solutions BV 148 Principal Toolbox 6 0 With the button Manage views the views available can be managed See Managing views 231 4 3 Widgets Widgets can present data directly without having to run a report or opening a view Widgets are easy to configure and refresh the data automatically Widgets can be used for reports but can also support specific processes and can be developed specifically for customers
73. will be synchronized Behaviour l from project level to portfolio ES after project suelas comas he corresponding project has been created The behaviour of the field is defined by a custom calculation as provided by Fortes Solutions 4 Press Save to save the altered field configuration Editable before project start 2015 Fortes Solutions BV Functionalities 99 3 2 3 4 Financial configuration Within the portfolio the individual project sheets and within the portfolio report on the project financial overviews can be shown and filled out The financial overview displays budgets actual and committed costs and a forecast The following items of the financial overview can be configured to suit different needs The behaviour and the resolution of the fields Budget Actual Committed and Forecast The financial period that should be displayed current period previous period and the period following the current one The financial categories that should be displayed Other display options Configuration 1 From the Portfolio Management dashboard open a portfolio model or one of the existing portfolios 2 Open the Financials tab and press the button Finance Configuration Dashboard Properties Financials Portfolio Gantt Documents Archive Portfolio Portfolio Division UK O The finance overview for the portfolio shows information on budgets actuals and commitments as well as the latest forec
74. will have to define skills and then appoint these skills to resources After you have done that you can add resources to a resource pool Adding removing and editing skills In order to be able to define resources and their skills a set of skills needs to be defined first Skills have to be defined only once and can be used for multiple resources and resource pools This allows you to report on skills over multiple resource pools 1 Navigate to the Setup and Configuration in the dark blue header on the top of the screen 2 On the left hand side of the screen you ll find many options including Manage Skills Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup Configuration Options O Pick a subject on the left hand side to configure E Principal Toolbox Notifications Ef MS Project integration Conversions Manage Hour Rates Project Plaza Currencies Resource Categories Financial Categories Manage Skills Manage entries Manage Non project Activity Sets Resource Allocation E Customize fields Approval entries Manage Skills at Setup 3 To add a new skill Click New to add a skill a popup window will appear in which the name of the new skill can be specified 4 To remove previously defined skills Select a skill or select multiple skills by using the Control key and click Remove 5 To e
75. with requested and or planned allocated and remaining hours for each resource Note depending on the chosen resource allocation process the button Edit Timeline Settings allows for changing whether planned and or requested hours are being displayed To make the change set the Resource Allocation Process to one of Project request driven Project demand driven or Hybrid The individual cells in the planning board are colour coded to give an immediate impression Blue shows all requests for resources which haven t been completely satisfied by resource allocations Green depict remaining hours available to be allocated against projects and non project activities Red alarm the resource manager to the fact that resources have been allocated over and above their availability Dashboard Properties Request amp Allocation Projects Availability Resources Resource Pool Resource Pool IT Add Remove Resources Edit Timeline Settings Horizon 3 Months Start Date Scale Weeks Unit Hours changes are spread out over period Mode Automatic Recalculation O Fill in the project allocation for resources based on the project plan and or request Allocated gt Available Allocated lt Available Request or Planned gt Allocated Planned gt Request Colouring on project row indicates that one of the underlying resource skill rows has a matching condition Request amp Allocation per Project Edit Toggle P
76. 0 Principal Toolbox 6 0 2 On the project dashboard dates are default depicted in black If a date is either today or in the past it is shown in red to draw attention In front of the product names indicators show potential problems Final planned date has passed An inconsistency is present with the product milestones e g start milestone is planned later than the draft milestone Is shown when a conflict arises due to conflicting dependencies If an end date of a Predecessor is delayed or planned later than the start date of the Successor a blue traffic light is shown to indicate a problem In the following section the use of RAG indicators 207 on programme project list dashboards is explained RAG indicators traffic lights On dashboards of work areas programmes and project lists and on your home page the status of projects is shown with RAG indicators These indicate the actual status on a programme project or product The red amber and green indicators are used in respect to the status of the enterprise programme or the project For projects indicators are shown for General status Set manually by the project manager to give the general opinion about project status Planning status Based on the tolerances of the programme project list Uses the number of products overdue Cost status Based on the tolerances of the programme project list Uses the deviation of exp
77. 00 0 00 0 00 30 00 Approving a timesheet Time and cost allocations Against products part of a project cost and hour entries can automatically be generated from the timesheets that have been submitted The tab Costs amp Hours on each product will then list all the costs and hours in line with the timesheets from project team members that registered hours against the project The costs associated with the hours that the team member registered are based on an hourly rate Each resource has its own hourly rate as defined in the Setup Besides this personal hourly rate the project manager can be allowed to override that rate for a project specific rate To enable the automatic generation of cost and hour entries based on time entry take the following steps 1 Define and allocate hourly rates 123 2 Let project managers set hourly rates 124 3 Get cost and hour entries against individual products 126 Defining and allocating hourly rates Defining hourly rates Before assigning hourly rates to individual resources define the rates as follows 1 Navigate to Setup Configuration and click on Manage Hour Rates 2 Click New to add a new hourly rate 3 In the window that appears choose a name a description a code free text and the hourly rate in 2015 Fortes Solutions BV 124 Principal Toolbox 6 0 3 4 2 2 dollars or applicable currency
78. 015 Fortes Solutions BV Functionalities 43 Project Baseline O Set baseline Please select the baseline to set Setting the baseline will copy the current product planning to the selected baseline for comparison when the project progresses Select baseline Baseline Type Curent Baseline OK Cancel Setting a baseline View a Baseline In the Gantt chart a baseline planning can be shown in the current plan You can choose to show the Initial or Current Baseline in the actual Gantt No Baseline No Baseline Initial Baseline 27 Apr 2010 Current Baseline 31 Aug 2010 fos kal llo Fam Fa E Selecting a baseline OPE EMT WTP PPM FEE PE PB PE NP EEEENT a iz Weera ec eek Weex 18 Week 17 Name Project start up y Project Mandate v Initiation Stage Authoris Project initiati Initial Business Case Project Initiation Docum O Project Authorisation Requirements amp Proto Pilot Preparation Wo Requirements report Database configured Pilot Workpackage User instruction Pilot evaluation Rohe Papas 28 Apr 10 16 Apr 10 Next Stage Authorisation EE Full roll out Roll out 23 Apr 10 19 Apr 10 Updated user documen 2 day s 2 day s EE Server purchase and in Team Production server instal Highlight Reports WP new Computer hardware pur Baselines on the Gantt 3 1 2 4 Product page Every product which is defined has a standard product page In order to consult
79. 9 39 39 H H E si ee asm ee ee en WY mi mr it 30 20 10 20 10 10 20 Quick Move Project Values gt Moves all editable values of the project four weeks to the right 35 27 15 20 15 15 20 Week 1 Week 2 Week 3 Week 4 Week 5 32 10 10 22 10 10 22 Plan Req Allo Rem Plan Eager RemPlan Reg Allo Fern Plan Ken Ear Plan Re A o Fern 30 4 4 26 4 4 26 Apollo s2 NM 7 52 80 s 80 S280 E 4 5 de Grace 3 a 32 B 32 a mee sa Se E Bosch 52 ab 52 48 52 dB sz d5 52 48 30 10 10 20 10 10 20 pan 35 5 5 20 5 5 20 i Peter Cole Software Developer 10 10 30 10 10 30 10 10 26 10 10 26 82 25 82 25 06 64 64 64 a Vl Move editable values Discussions between project manager and resource manager Using the Principal Toolbox it s possible to discuss requests and allocations between project manager and resource manager The discussion is initiated by the resource manager and works like a chat service It s used as follows 1 From the resource allocation module open a resource pool and navigate to the Request amp Allocation tab 2 Press the Edit button of the planning board 3 Press the Pencil icon next to the project for which a discussion Is to be started i Peter Cole Software Developer 3 gt gt Venus Project Erik Aalbersberg Project Manager IC i Ivo Rings Software Developer Peter Cole Software Developer Opening a discussion log 4 Achat session is opened in which the resource manager can enter a message for the p
80. 9 Jan 2013 30 Jan 2013 04 Feb 2013 o Project Authorisation Samuel Davies John Edwards 03 Feb 2013 07 Feb 2013 12 Feb 2013 B Requirements amp Prototyping Pilot Preparation Work Package Jeroen van Bameveld Peter Cole 14 Feb 2013 27 Feb 2013 Requirements report Yung Ji Lao Jeroen van Bameveld 14 Feb 2013 18 Feb 2013 19 Feb 2013 20 Feb 2013 Database configured Samuel Davies 17 Feb 2013 27 Feb 2013 Pilot Workpackage Peter Cole 16 Feb 2013 01 Mar 2013 User instruction Richard Hammond 23 Feb 2013 01 Mar 2013 Pilot evaluation Richard Hammond Peter Cole 16 Feb 2013 01 Mar 2013 Highlight Reports Peter Cole 24 Feb 2013 01 Mar 2013 Next Stage Plan Yung Ji Lao Richard Hammond Samuel Davies 01 Mar 2013 01 Mar 2013 04 Mar 2013 Next Stage Authorisation John Edwards 02 Mar 2013 05 Mar 2013 Plan tab By clicking on Edit and then clicking on the double dash a menu appears and you can Jeroen van Barneveld select resources or dates Selected resources and dates can be changed later in the p same way Jeroen van Barneveld H John Edwards te Peter Cole The menu which assigns participants to a product also works in another way whereby Richard Hammond Samuel Davies more people can be added Yung JiLao 3 Select one or more members from the column on the right James May with your left mouse button to select multiple members at se E the same time
81. 94 Poro MOE E neue saseaneesaistesennte caucus cecueearessencuseascesmsee senate stasanveanuestcens 94 De TIMING o A se ate Nae eer acne EE E E 95 TINE HE PONG Mode bassee a 95 FA COMMUN AUC Nie cewek anno haceur ev dune de E aves eandaneauens aa deacelden coceenhectuedscene AA 97 Financial COMTOUPATION oran ocsensataesnc oa staceaueasaa E DIS pArA Oi 99 2015 Fortes Solutions BV 6 Principal Toolbox 6 0 3 Resource AllOCatiGit add raai ati 101 Managing a resource PO A rta 102 Selling Upa TesQuico PO ste een ieee eee eno eae eee eee eee oa 103 Nor PROICCE ACHIVIN GS on 106 Managing resource availability ii A A aoe cea tegen eats 106 Managing requests and allocations srne aE i a A NA 108 Managing resources ON projects vices iittala pee ee eee tie eee alae ec belted 110 FREGUCSTINIG Tesouro ias 110 Panning TO SUECOS A AA AA AA A AR 112 4 TIME registration AGG ON viscose dali di ia io 113 Generating submitting and approving timesheets ccccccccccccccccccnononononananononananannnnnnnnnnnnnnnnnnnnrnnrnnnenennnnananas 113 Creating actime entry COMU A ee 113 Creating ume ent Oro Sustrato ddr 118 Congo Me approval PICS E ata eee eee 119 SUBMIT Meses iia lt ii ib 121 POPOV ING MESS a O AS 122 Time and COST AMOCA MONOS ei ia 123 Defining and allocating Noury TAS o 123 Letting project managers choose hourly rates ooococccccccnccoonanccnncnnnnnnononcannncnnnnnnononnnnnnnnnnnononnnannnnnn
82. Adding the resource availability 3 Cli Note The columns with allocated remaining and available hours can be toggled on and off by checking or unchecking the checkboxes directly underneath the header of the resource availability section Note If needed the timeline setting of the availability grid can be edited To do so click on Edit Timeline Settings Set the horizon and start date according to your preferences It is also possible to set the scale and unit ck Edit in the title bar of the Resource Availability Section In the table in the Resource Availability section the available hours can be entered for each resource in the columns Available per period Only specify the hours that each resource is available to be allocated to projects Dashboard Properties Request amp Allocation Projects Availability Resources Resource Pool Resource Pool IT Horizon 3 Start Date Scale Weeks Unit Hours changes are spread out over Mode Automatic O Fill in the availability for resources and their allocation to non project activities NPA s Allocated gt Available Allocated lt Available Availability amp NPA Allocation per Resource Save Cancel Toggle y Allocation y Remaining y Available amp 35 30 08 36 06 09 37 13 09 38 20 09 39 27 09 40 04 40 41 11 40 Resources gt NPA Primary Skill Secondary Skill s Allo Rem Avai Allo Rem Avai Allo Rem Avai Allo Rem Avai Allo Rem Avai Allo Rem Avai Allo Ren Filt
83. BV 76 Principal Toolbox 6 0 3 1 5 4 the dialogue fill in a name for the project model and optionally a description Export Project Export a Project to a file Choose whether to export documents files and security information members Skip E Documents Files Skip security v users OK Cancel Exporting a project model 2 Navigate to the programme project list you want to add the project model to In the Project model listing header click the Import button Give the name for the project model and a description 3 Select the manager for the project model from the user list Import Project Import a Project based on the import file Provide a name and Project manager for the new imported Project Choose whether to import documents files Choose also whether to import security information members This is only usefull if the Project was exported using members that are known as users within this application and the information was also included on export Note Cost values on products are not imported Select import options Skip Documents Files lt l Skip security users Properties Name Project Manager El Select import file Import file Browse OK Cancel Importing a project model 4 Locate the project model file you just saved and import it 5 If you do not want to have the project model on two locations navigate back to where you creat
84. Dec 2012 Jan 2013 Feb 2013 Mar 2013 a ae LS le Sex Le Ss eS Sh El Omega Project 31 Dec 2012 15 Mar 2013 Project start up 31 Dec 2012 31 Jan 2013 v f Project Mandate 31 Dec 2012 11 Jan 2013 500 f Project Brief 10 Jan 2013 23 Jan 2013 e Initiation Stage Plan 21 Jan 2013 29 Jan 2013 iu Initiation Stage Authorisation 28 Jan 2013 31 Jan 2013 Project initiation 07 Feb 2013 15 Feb 2013 f Project Initiation Document PID 08 Feb 2013 15 Feb 2013 i Next stage plan 11 Feb 2013 15 Feb 2013 e Initial Business Case 07 Feb 2013 08 Feb 2013 x da Project Authorisation 15 Feb 2013 15 Feb 2013 Execution stage 22 Jan 2013 11 Mar 2013 Work Package 1 22 Jan 2013 28 Feb 2013 i f ju Product 1 18 Feb 2013 28 Feb 2013 E ju Product 1 1 22 Jan 2013 22 Jan 2013 i f be Product 1 2 22 Jan 2013 22 Jan 2013 i Work Package 2 22 Jan 2013 22 Jan 2013 5 Resources Q Summary Graph Budget versus Planned x Skill Resource Budget Plz 2012 2013 ul IV Ii tll IV Summary 500 E cn Project Manager ICT Erik Aalbersberg 500 i Consultant Jr E e Consultant Sr Plan hours with the Generic PRINCE2 Planning Model 2015 Fortes Solutions BV Functionalities 83 3 2 Hour budget per resource 1 Go to the tab Resources and click project Manager ICT x on Edit Star End Hours per Day raf 01 Feb 2013 2 Click on Add Resource a 4 February 2013 3 Select the required reso
85. Dependencies and Costs amp Hours not shown The Logs tab allows you to register items such as issues risks and quality review 621 On the Dependencies 471 tab you can define dependencies between products to create a product flow When the add on Advanced Cost Registration is available this tab is available for entering cost entries See section cost administration General Logs Dependencies Costs amp Hours Resource Demand General Logs Dependencies Costs Hours Resource Demand Product Project Initiatie Document PID Edit Close mi Product Project Initiatie Document PID Edit Close a Name Project Initiatie Document PID Planned Actual date k date Name Project Initiatie Document PID Planned Actual date Di tion A F Start 11 Jan 2013 26 Sep 2006 Description date Owner Group Project Manager F Draft E F Start 11 Jan 2013 26 Sep 2006 Owner Peter Cole _ Owner Group Project Manager E 3 Draft Checked Reviewer JohnEdwards an Owner Peter Cole x gt Final 17 Jan 2013 a Checked Participants Richard de Groot Yung Ji Lao Herman Muld Reviewer John Edwards a Duration In Working Days 5 00 a Final 17 Jan 2013 Priority Participants Richard de Groot Yung Ji Lao Herman Mulder Mandatory a Planning Status o Priority Duration In Working Days 5 00 Mandatory wa Planning Status Plannin g Percentage Complete Plannin g 750 Actions Edit New Remove Y f amp 3 Ga Op
86. Documents Portfolio Report Reports Guide Plaza Apollo Project Save Cancel Portfolio Last Published On Portfolio ICT NL 28 Feb 2011 Due date Last Published By 29 Jan 2013 Erik Aalbersberg Report Status Request Remarks Oo Forecast start date 01 Jan 2013 Properties General Name Apollo Project Project Manager s Peter Cole Start Date 28 Dec 2012 End Date 03 Apr 2013 Progress Tijd Status Tijd 0 v Status Geld Ga o Status Planning Planning Status Resources P Resources y Financial Budget Actual ETC EAC 150 000 00 100 000 00 75 000 00 175 000 00 The report can be filled in by project managers after which it can be submitted to the portfolio manager 2 The project manager then fills out all the fields that are editable Not all fields will be editable some 2015 Fortes Solutions BV Functionalities 93 may be automatically calculated like financial information 3 When done the project manager presses the Save button followed by the Publish to Portfolio button Monitoring the report status From the portfolio the portfolio manager can monitor the status of the report requests that were sent out Note it may be necessary to add the field Report Status as a column to the active view on the dashboard The status of the latest report request is identified by these icons A Report request pending hasn t been submitted yet Y The report request w
87. Fields Here E Costs Remaining Costs Variance 23H SP 914 moy dog Inserting a Pivot Table In this setup the user is able to drag the required fields to the appropriate location in the Pivot table In the example shown below the Pivot table is configured such that it shows the number of issues per project and per issue type 2015 Fortes Solutions BV Automated Reports 139 x ld 11011315 MSExcelClient 17 Compatibility Mode Microsoft Excel Home Insert Page Layout Formulas Data Review View Add Ins Acrobat Options Design Contribute Open In Contribute 3 Publish To Website Post To Blog Principal Toolbox Principal Toolbox Report m Insert Chart Based on PT Data ES Insert Pivot Table Based on PT Data A AE Principal Toolbox Template Show Hide Keywords 2 Refresh PT Data Y Open Keyword List Save as PT Merge Template Menu Commands Custom Toolbars c9 v Fe A pr D E F G H l J PivotTable Field List Choose fields to add to report Name Costs Status Costs Budgets Costs Committed Costs Actual Costs Remaining Costs Variance Venus Project Red 4000 0 6860 0 2860 HE Apollo Project Green 36100 19084 13824 pala Juno Project Green 5000 4000 0 800 4 Costs Budgets Zeus Project Green 10000 0 2000 EJCosts Committed J Costs Actual DOS gt costs Remaining Sum of Costs Budgets Sum of Costs Actual Costs Variance 36100 19084 OnNoank Wh
88. MS Project When the MS Project add on is available you can integrate with MS Project Furthermore the Product Flow Diagram is visible When the MS Project add on is available you can see the latest published project plan When the Resource Allocation add on is available the Project Manager is able to request resources from resource pools It also gives the Project Manager an overview of the requested and allocated resources To manage project related documents the Project Manager can use the tab Documents This tab makes it easier to search for specific documents within a project The tab gives you several options to search for documents When the Portfolio Management add on is available and the Portfolio Manager has requested a report the Portfolio Report tab will appear The Project Manager can update the requested information on this tab and publish it to the portfolio Report functionality about the products cost hour entries and resource assignments of the project Explanation of the project in order of time stage products and templates In this field you will find the general project information such as objective goal organisation project team and status This information can be changed using the Edit button Logs It gives an overview of the logs 82 that are used in a PRINCE2 environment A counter is displayed for each log indicating the number of items there are for each log and if there are new
89. Manager Draft Owner n Checked a Reviewer Participants y Final Priority Duration In Working Days 0 00 Mandatory E Planning Status Making a product mandatory on the product page By using this functionality correctly it is possible to increase the uniformity of the work flow and improve the overall grip on the projects Planning product milestones Each product in the project has four milestones you can use to manage product delivery e Start set the date work has to start on the product e Draft plan the delivery of a draft version e Checked set the end date for quality review e Final the planned date for delivery of the final version of the product Planning the milestones within the project can be done in two ways 2 the dashboard and plan tab Set milestones individually on the project dashboard or Plan tab 40 On the Gantt chart 40 Use the Gantt chart editor with drag amp drop functionality The option with dashboard and plan tab is more or less like working like an Excel sheet using a table to fill out dates for your project The Gantt chart option provides a graphical planning chart which you can edit using drag 4 drop functionality We will explain the two options in the next two paragraphs 2015 Fortes Solutions BV 40 Principal Toolbox 6 0 3 1 2 3 1 Using the dashboard or plan tab On the project dashboard and the Pl
90. Model Adding a planning item 2015 Fortes Solutions BV Functionalities 79 1 Go to the tab Planning to edit the project plan Edit 2 Click on the tab Gantt on to edit the project plan 3 Click on a to add a new planning item A new row will appear Give the ala item a name e Project Brief El i i Initiation Stage Plan 4 The item can be moved by dragging and dropping it The green or the blue arrow will indicate where the item will be placed planning item select the row by using 9 the v Work Package Specialist Product 6 Use Change Type to change the Management Product planning item in to a product work Board Product package or activity Activity Planning a project 1 It is possible to planning an item by enlarging and dragging the bar on the Gantt pro 2 It is also possible to plan items by using the calendar in the columns Start Planned and Final Planned i 3 Dependencies can be defined by A clicking on the item and dragging a line to the next item 4 Click on Save to save your changes lt is also possible to define milestones on the product page The product page can be accessed via the Project Dashboard Available buttons on the Gantt Remove selected planning items Move selected planning items to the left Move selected planning items to the right Make depende
91. Note Only use custom behaviour when told to by Fortes Solutions Changing the field configuration 1 From within the portfolio model or an existing portfolio press the button Field Configuration A new window will appear which contains a list of all project and portfolio fields and their behaviours 2 Press Edit to change the settings of the fields 2015 Fortes Solutions BV 98 Principal Toolbox 6 0 Portfolio Division UK This page configures the behaviour of custom fields and system fields for projects Modifications to the standard field configuration are shown in blue Custom Fields System Fields Custom Fields Save Cancel Portfolio Project Category Name Availability EditLevel Behavior Availability EditLevel Capacity planning IT Capaciteit Available Editable X Available Editable Capacity planning PM Capaciteit Available Editable X w Available Editable Costs Budget Not Available Editable X Available Editable Costs EAC Not Available Editable v Available Editable Costs ETC Not Available Editable X Available Editable Finance Total Actuals Available w Not Editable Synchronized Available w Not Editable Finance Total Budget Available v Not Editable v Custom v Available w Not Editable Finance Total Forecast Available Not Editable w Custom w Not Available Not Editable portfolio Finance Total Forecast No Local Configuration Not Editable g Available y No
92. Projects New Import Export Move Model Archive Dashboard View Options y al I 0 Issue log Apollo Project Project initiatie DOBOODO y Peter Cole R Risk log Office 2010 Implementation 22 Jan 2013 A Daily Action Ida Juno Project Project opstart Boo o oe 1 C Samuel Davies Back up maken van alle vorige versies 23 Jun 2010 Omega Project s 0 P P Jan Jansen Automated Reports Edit Venus Project Project initiation De b b 7 Albert Swank H Programma Rapportage Realisation of the Venus system 30 Jun 2012 Zeus Project o b P o Erik Aalbersberg Reports Programmes Project lists Projects Project Models Import Export Archive pane Name a Objective Owner s Risks Klein Prince2 2009 project model Voor het managen en uitvoeren van een klein project Changes Software implementatie projectmodel Prince2 project model for software implementations Fame eviews Standaard Prince2 2009 project model Project model voor grote en of complexe projecten Lessons learned Cost Hour Entries Project Resources Entries Programme dashboard 1 Tabs The tabs are standard for each programme The name of the tab indicates the content of the page Depending on your organisation s license some tabs might not be available Properties An overview of the programme properties and history Gantt amp Dependencies Graphical representation of all projects within the programme Documents Knowledge Archive of important documents and or usefu
93. Ruud Peltzer o o 0 P 12 Oct 2010 Venus j E Reports gt Preparation stage Peter Cole v o wo 28 Sep 2010 Projects Portfolio Management i Zenith 5 a s s o Products Zone project 16 Apr 2010 Project initiation Herman Mulder a b 1 17 Sep 2010 Issues Risks Quality reviews z gt Changes Previous versions Remove All Previous Versions View Options Actions Name Saved On Saved By Remarks by Owner Loneone amed January 2012 08 Mar 2012 Erik Aalbersberg a February 2012 08 Mar 2012 Erik Aalbersberg Entries Timeline Reports Report Models New Import Export Archive Entries Name Objective Monthly Report Monthly Progress Report Weekly Report Weekly Progress Report The portfolio dashboard It s possible to define multiple portfolio models for different portfolios Please refer to the section about 2015 Fortes Solutions BV Basics Principal Toolbox 27 3 1 3 1 1 the Portfolio Model 26 for information about setting up and configuring models Functionalities Project management Project dashboard The project dashboard is one of the most important windows because it enables the project manager to monitor the progress of the project Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export Projectmanagement gt IT Department gt IT Change pr ollo Project Dashboard Properties Product Breakdow Project
94. S Logs Products Edit Owner amp Milestones Edit Project Plan Set Baseline New Total O Project start up Dr R Risk log Project Mandate ax a ae So aan AP Q Quality review log Project Brief jo te a Change log Initiation Stage Plan A Daily Action log Initiation Stage Authorisation a Project initiation en wner Start Draft Checked Final D E Owne FoOBROGOe Initial Business Case AA Automated Reports Edit Project Initiation Document PID 03 Highlight Report men q plan gt T a a ca ead Stays Repost Project Authorisation f Part of the dashboard of the PRINCE2 project model The dashboard of a project model is identical to a project dashboard lt is possible to have multiple project models within your organisation For instance a default PRINCE2 project model for general use and more specialised project models with specialised content For instance a project model for sales or one for software implementation For these purposes you could build a product breakdown see the section about product breakdown 320 that matches most situations for these specialised projects In the next sections you will find information about e Editing project models 747 e Creating project models 757 e Moving project models 75 How to create automated reports is explained in the Automated reports 127 section 3 1 5 1 Editing project models Note Project models can be edited by the manager of the project model or by the system
95. Solution Login J Internet Explorer window stays blanc or Principal Toolbox logo On the Tools menu click Internet Options Open the Security hangs after login tab and click the Custom level button In the Miscellaneous section set Allow META REFRESH to enabled Single Sign On is enabled but Internet Explorer ask user On the Tools menu click Internet Options Open the Security credentials when opening the Principal Toolbox tab and click the Custom level button In the User Authentication section check the setting Logon and adjust to the significant value Can t login into the application because the login button doesn t On the Tools menu click Internet Options Open the Security work at all tab and click the Custom level button In the Scripting section set Active scripting to enabled Automated reports and document downloading and uploading Automated reports and documents can t be downloaded On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Downloads section set File download to enabled Keywords for automatic reports won t be copied to the clipboard On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Scripting section set Allow Programmatic clipboard access to enabled There are noPrincipal Toolbox reporting toolbars in the Excel Make sure you have saved the file before opening On the Tools template
96. Venus Project E 0 0 0 0 50 0 100 ol Zeus Project E 0 D D 0 0 0 0 ol Setting planning tolerances Select the view Cost amp Hours Tolerances from the drop down list to set the Cost and Hours tolerances 2015 Fortes Solutions BV 58 Principal Toolbox 6 0 Project specific tolerances exceptions to the default tolerances Save Cancel Costs Tolerance Hours Tolerance Name a Specie Orange 6 aber Red Red Abs ae Orange een Red Red Abs sme Apollo Project iv 0 0 0 ol 0 0 O 1E Juno Project v 0 0 100 o 0 0 0 TE Omega Project E 0 0 0 1E 0 0 0 oH Venus Project a 0 0 0 1E 0 0 0 TE Zeus Project 0 0 0 ol 0 0 0 ol Setting Cost amp Hours tolerances For each of these you can set both absolute numbers and percentages of the total The colours of the RAG indicators are set according to worst case scenario tolerances for cost and hours Example Tolerances set Costs orange 10 Costs red 20 Costs orange abs 5 000 Costs red abs 10 000 Project costs Budget 100 000 00 Committed 25 000 00 Actual 65 000 00 Remaining 23 000 00 So the expected costs for the project are 25 000 65 000 23 000 113 000 The budget is 100 000 so the expected deviation is 13 000 According to the percentages set this would result in an amber orange indicator However since the absolute number for a red indicator is 10 000 it will show red on the programme dashboard 3 1 3 4 Document management and a
97. Website Post To Blog Principal Toolbox Principal Toolbox Report m Insert Chart Based on PT Data ES Insert Pivot Table Based on PT Data Principal Toolbox Template Show Hide Keywords 2 Refresh PT Data Y Open Keyword List Save as PT Merge Template Menu Commands Custom Toolbars B17 y Fe A PB c pD E Project Issue Log Name Apollo project ASA AA me ow Open 8 SlowIntemetconnection_____ Issue Open SamuelDaves 23 4 2010 Contact IT to find outwhy High Open 6 Delay in system development Concern Deferred Jeroen van Barneveld 17 6 2010 Maybe we should adjust the planning High Open 5 Requestforchangeofthe page layout RFC Approved YungJilao 30 4 2010 Lookfornewdesign_____ High Open 4 Different page layout RFC No Action SamuelDaves 1 4 2010 Low Open 3 Requestformore background material RFC Resolved Richard Hammond 28 5 2010 Acquired all the material Critical Open 2 Requestforroll outon Macintosh machines RFC Investigation Samuel Davies 194 2010 High Closed_ 1 ThePID does not include a proper risk analysis Concern_ Investigation Gerard Mesen 31 12 2004 AAA ee AAA M 4 gt M Report Data PJ A See Ready 0 100 Automated issue log in Excel If you want to add the report as a deliverable in a project add it as a deliverable See section adding documents to products 59 Creating an Excel Report Template Creating an Excel report template is done by
98. a new version select it and click Update Fill in the following information Templates Add Download Template Keyword List Open Template Remove Show History Update Name Description Revision Published Publisher Menge xi Project_Reportv2 xls Progress Report vid 09 Apr 2010 Erik Aalbersberg e 03 Highlight_Report rtf Highlight Report v1 4 20 Aug 2010 Erik Aalbersberg w 2015 Fortes Solutions BV 60 Principal Toolbox 6 0 3 Description Standard description of the last version Revision Doc number New version number Filename Select the new version of the document with the Browse button Internet address OR fill in a hyperlink Internal document link Provide a document ID from a document at another location in the Principal Toolbox application The ID can be found in the document history This allows for a centrally placed document to be linked to from projects Update by updating only the original centrally placed document Select the document concerned and click Show History in order to show a list of all the former versions of the document Remove other versions by using the Remove button 3 1 3 4 3 Document approval add on Important documents like the Project Initiation Document PID and end project report need to be approved by a member of the project board Other documents deliverables in the project may need to be approved by a specific person as well To support this approval proced
99. a single configuration and one or more non project activity sets NPA sets Automated Reports NPA sets can be modified and created in Setup gt Configuration Edit gg Pending Timesheets qa Approved Timesheets Time Entry Groups New Remove All Time Entry Groups v View Options Name a Description Group Manager Time Entry Configuration Non Project Activity Sets ICT Groep voor ICT medewerkers Erik Aalbersberg Budget Non Project Activities Reports Sales Groep voor Sales medewerkers Albert Swank Membership Non Project Activities Time Entry Groups m Non Project Activity Sets Activities Time Sheets Time Entry Configurations New Remove AllTime Entry Configurati View Options Cost Hour Entries Name a Description Budget Products appear on time sheets when Timeline Reports an hours budget has been set on those R products Entries Membership Products appear on time sheets when users are owner reviewer participant of those products Active stage only Free choice of products also allowed Time Entry Page 2 On the Dashboard tab that appears click New in the header Time entry configurations to create a new time sheet configuration Dashboard Accountable Hours Time Entry Configuration Budget Save Cancel Edit time entry configuration Set name and settings for this configuration General Name Budget Description Split Up Time Sheets on Month Transition Create new Time Sheets after Approval Request A
100. abs off the dashboard of each portfolio item is labeled History On this tab a history is recorded of all changes that have been made to the portfolio item through time It makes it possible to check who made which changes when Dashboard Properties Financials Portfolio Gantt Documents Archive Portfolio Portfolio Division UK 5 Person Date Object Action Change Erik Aalbersberg 11 Oct 2011 Portfolio Division UK Change Name Portfolio Division UK Erik Aalbersberg 11 Oct 2011 Portfolio Division UK Change Name R amp D Portfolio Historie Tab on a portfolio item 2015 Fortes Solutions BV 90 Principal Toolbox 6 0 3 2 2 2 4 Portfolio documents Documents can be attached to the portfolio items or to the portfolio itself The latter may be useful in cases where the document Is applicable to all or most portfolio items Dashboard Properties Financials Portfolio Gantt Documents Archive Portfolio Portfolio R amp D UK Q Document folders New Current folder Knowledge Repository Edit El Knowledge Repository Subfolder A Documents files links text Add AddNote Remove Show History Update Name Description Revision Published Publisher 03 Resource_allocation_v5 doc Resource Overview 11 Nov 2011 Erik Aalbersberg gg Balanced_Score_Card xis Balanced Score Card 1 4 11 Nov 2011 Erik Aalbersberg Training_Functioneel_Beheer_ 3 Meme SN gi _v3_print_versi Expert Training 3 2 11 Nov 2011 Erik Aalbersberg Documents on
101. ame chart would appear on a new sheet when this was selected Please note that the chart type is by default set to stacked columns The user has to tune the chart by normal Excel functionality 4 1 2 2 4 Creating a Pivot Table Based on Principal Toolbox Data To create or insert a Pivot table based on Principal Toolbox data it is required that the data has already been inserted through a keyword see Inserting Principal Toolbox Keywords 134 Next click the Insert Pivot Table Based on PT Data button on the report toolbar l Open In Contribute 3 Publish To Website ral Post To Blog Principal Toolbox Report m Insert Chart Based on PT Data Principal Toolbox Template 4 Show Hide Keywords 2 Refresh Pl Data We Open Keyword List Save as PT Merge Template A dialog as shown below should appear In this dialog select the data that should be used as the source for the chart and the location where the chart will be related to if not placed on a new sheet if chosen 2015 Fortes Solutions BV 138 Principal Toolbox 6 0 Principal Toolbox Insert a Pivot table based on Principal Toolbox data indicated by the inserted Principal toolbox keyword Define the source for the Pivot table the location for the Pivot table and whether or not a chartis to be added Principal Toolbox keyword Issues All Issues on Data Fivot table location Data c43 S Add Pivot chart The Pivot tabl
102. an tab dates can be set by use of the keyboard and by selecting them in a calendar with your mouse Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Project Apollo project Products Save Cancel Owner Reviewer Participants Start Planned Draft Planned n Final Planned Project start up lt February gt 201337 x 22 Jan 2013 Project initiation ws M T w Li F S P Initial Business Case John Edwards v Samuel Davies Richard Hammond Peter Cole a F E 6 7 9 k 28 Jan 2013 Y Project Initiation Document John Edwards w Jeroen van Bameveldw Samuel Davies Richard Hammond Yung Ji Lao Peter Cole 7 11 12 13 14 15 1647 2013 04 Feb 2013 Project Authorisation Samuel Davies John Edwards v z be 22 E 24 12 Feb 2013 10 t 5 5 7 8 910 B Requirements amp Prototyping Es pr Today 20 Feb 2013 Pilot Preparation Work Package Jeroen van Bameveldw Peter Cole v 14 Feb 2013 y 27 Feb 2013 Requirements report Yung Ji Lao x Jeroen van Bameveld 14 Feb 2013 18 Feb 2013 19 Feb 2013 20 Feb 2013 Database configured Samuel Davies v v w 17 Feb 2013 27 Feb 2013 Pilot Workpackage Peter Cole v v 16 Feb 2013 01 Mar 2013 User instruction Richard Hammond v v 23 Feb 2013 01 Mar 2013 Pilot evaluation Richard Hammond Peter Cole v 16 Feb 2013 01 Mar 2013 Highlight Reports Peter Cole vl
103. an window Before starting go to this window from the project dashboard product breakdown tab or plan tab by clicking Edit Project Plan 2015 Fortes Solutions BV Functionalities 35 Edit Project Plan New spec product New man product Project plan Project Mandate Project Brief Initiation Stage Plan Initiation Stage Authorisation Initiating a Project Business Case Project Initiation Documentation PID Next Stage Plan Project Authorisation Execution Stage 1 Work Package 1 Product 1 1 Highlight Report End Stage Report Next Stage Plan Next Stage Authorisation Execution stage 2 Work Package 2 Product 1 2 Product 2 1 Product 2 2 Highlight Report Save Cancel Copy products Specialist Management Work packages Product Breakdown lt lt gt gt Project end product Product 1 E t1 Product 1 2 Project plan Product 2 Unassign To rename double click on item To permanently remove items drag them into the trash can Remove ii Before editing stages first open the Edit project plan window Renaming a stage To rename a stage double click its name Edit the name in the pop up Adding a stage To add a stage to your project plan drag New stage from the top of the window shown below to the right position in your project plan the left side of the window Edit Project Plan New stage Neno erp poda Newman produ
104. an a kina eepea ee 65 CAG A e O o e tare 67 Daly aci E RO N nies aruierumacsn N 68 Esssofis Same nano ea aee re 69 FIMSAINO A DO ri aaa noelia 71 ATCNIMINO a Dro Je chuiemodS escisiones ir rea 71 Removing projects and project ModelS oo o onncccccnconnncnnoneccncnconnnnononccononnnnnnn nan rn cn rn rnnnnnnnnnnnrnnennnnnnnnnnnnrnnnananas 72 Managing Project Models dia 74 Editing project Model aeea a a aude a a ven o rons a a O 74 Creating project models ssia a a saaeenedaenetacteash siden teyandse eageeeenn 75 MOVING project Models sarrere A N N 75 o A E A a ar 76 Generic PRINCE2 Planning Model sacian aa aaae naana aeaaeae Ea ie a Ae eaa aaa aa aeae aaae aae saara aaea 77 Panaderia a a 78 Plan COSTS cura 81 PI FIOI S sete coe Cn e R 82 2 Portfolio management add ON isiicicacia na pais 83 Porto llo dashibOa dicte ctra tilo 84 Working With DORTIOUOS ss a O ERES vc een A A 85 NOWPORNIOIOS aani nni A A A A a A it 85 Defining NEW POROS ura 85 PO OMS A A ias 86 Che AUG DOTO NEMS atente iii 86 aio elo PA PP cee aatins beens sea udla aed eee nee ceed ao A 88 MOVING Pool GINS usara ISI NOIR eos 88 MOoditying the Project Telerence a ca Lata ae cn ead ceeds eee tae 89 IISIORVIOG nao 89 Porto AO CUINA A AS A A A a as 90 FOnOlO Are MVE 0 adas do ne redee a ene 90 o OS 90 Manag ING a Doro lO tomadas 91 Generating A CONES sr id III rte 91 Request OPUS aii IIED 91 Financials EA E Noa 93 Notilicatons nin 94 Porto lO CAM A A A ta
105. anagement Documents Portfolio Report Reports Plaza Project Omega Project Edit Gantt Costs Resources Project Gantt e Stage Work Package e Specialist Product Management Product e Board Product Activity Product Breakdown gt gt A No Baseline Y Q gt View Default X Specialist Product X i Name Start Planned Dec 2012 Jan 2013 Feb 2013 Mar 2013 Name l AAA Omega Project Omega Project 31 Dec 201 E Breakdown Se Project start up 31 Dec 201 E Y pu Project Mandate 31 Dec 201 PE i f Project Brief 10 Jan 201 TUE i Initiation Stage Plan 21 Jan 201 4 Product 2 i Initiation Stage Authorisation 28 Jan 201 E Project initiation 07 Feb 201 i a Product 2 2 jpe Project Initiation Document PID 08 Feb 201 Product 3 pu Next stage plan 11 Feb 201 i Product 3 1 i po Initial Business Case 07 Feb 201 i Project Authorisation 15 Feb 201 I Execution stage 22 Jan 201 i Work Package 1 22 Jan 201 i f e Product 1 18 Feb 201 i f je Product 1 1 22 Jan 2014 i f ha Product 1 2 22 Jan 201 Work Package 2 22 Jan 2041 i be Product 2 1 22 Jan 2014 i Highlight Report 28 Feb 201 i f End Stage Report 04 Mar 2014 i f Next Stage Plan 04 Mar 201 i Next Stage Authorisation 07 Mar 201 Er Project closure 11 Mar 201 pu Lessons Learned Report 11 Mar 201 pu Follow on Action Recommendations 11 Mar 201 f End Project Report 11 Mar 2014 L Project Decommissioning 13 Mar 201 13 Feb 201 Generic PRINCE2 Planning
106. anning will not make it Additional information Number 16 Project Apollo Project Product Project Initiatie Document PID Owner John Edwards Type Issue Status Ope Priority Critical Due date 23 Sep 2011 Decision Open Remark Link http localhost 9000 Demo_4 Login 154683 Note Since the email is sent by Principal Toolbox itself the message will not be stored by your normal email software For this reason you get a BCC of the email message 2 12 Search function The search function allows you to perform keyword searches You can also use the creation period to specify the period when the item was created a The search function can be found on all dashboards and on the home page Search Close Advanced Search Search PID Type Project iy Created before Created after Search Note Seach results are limited to the first 100 hits Search results folders Type Name Location Description Owner Date Search results documents files hyperlinks Type Filename Location Description Revision Doc nr Publisher Modified PID Apollo 3 5 v3 5 Erik Aalbersberg 31 Mar 2010 Projectmanagement gt IT Department gt IT Change projects gt Apollo Project gt Project initiatie gt Project Initiatie Docum ga _PID rtf PID Final v14 Erik Aalbersberg 06 Sep 2010 Projectmanagement gt IT Department gt IT Change projects gt Project Amlin gt Initiating a Project gt Project Initiation Docu ga _PID rtf Project Initi
107. apshot 1 Open the dashboard of the portfolio 2 Use the Save as version button to create a snapshot of all portfolio items within the portfolio 3 Give the version a name and optionally some notes and press OK The stored versions of the portfolio are displayed on the dashboard under the Previous versions section A saved version can be opened and referenced by clicking on its name 2015 Fortes Solutions BV Functionalities 91 Portfolio Portfolio Division UK e 0000 00000 Previous versions Remove All Previous Versions View Options Name Saved On Saved By Remarks by Owner March 2010 23 Mar 2010 Erik Aalbersberg April 2010 23 Mar 2010 Erik Aalbersberg Timeline Reports The Previous versions section on the portfolio dashboard Note it is possible to generate reports based on data of previous versions of portfolios That way it is possible to compare and analyze the data through time 3 2 2 3 Managing a portfolio 3 2 2 3 1 Generating reports To keep on top of all projects and items within the portfolio various reporting capabilities are available e Automated reports these are reports based on Excel or Word The reports allow for flexible and powerful ways of extracting and summarizing information about the portfolio Please refer to Automated Reports 127 for more information on setting these type of report up e Reports these type of reports are contained in the Principal Too
108. arks by Approver a Group Manager Total Hours 12 00 Remarks by Owner Minimum Hours 38 00 Start Date 04 Feb 2013 End Date 10 Feb 2013 Correction Time Sheet Fill in the hours for this week on the appropriate project and product activity Highlighted rows in yellow are pre selected for time entry by the owner of the time sheet Note that individual rows may need approval by project manager s This is indicated by icons at the start of the row Project Product Activity Hours Actual Mon Tue Wed Thu Fri Sat Sun Totals Complete Remarks Remarks by Approver 4 5 6 7 3 9 10 s General Venus Project Albert S Project Initiation Docul 0 00 4 00 6 00 10 00 X Apollo project Arj X 2 00 5 2 00 v Make selection X 4 00 2 00 0 00 6 00 0 00 0 00 0 00 12 00 Totals for sheet 4 00 2 00 0 00 6 00 0 00 0 00 0 00 12 00 Timesheet Principle of time sheets and hour entries Time sheets need to be approved otherwise the hours and associated costs will not be accepted After approval of the time sheet the fields of the time sheet will be added to the appropriate products in the form of a so called cost hour entry These entries are visible to the project manager from the product detail page They provide an overview of the different bookings that have been made on products and allow to see which user worked how many hours on what date on which product 3 1 3 2 2 Time sheet approval add on 3 1 3 3 For the requester After filling i
109. as received and the report has been submitted A Report request pending report submission is overdue As soon as a portfolio report has been submitted by the project manager the data on the portfolio item is updated with the latest data as provided by the project manager Projects Portfolio Management New Sendreportrequest Save as version Archive Move Hi Report Request View Options Apollo project 21 Oct 2010 Jeroen van Bameveld 16 Apr 2010 Monthly Report Ey Minsk z A Omega Project 15 Feb 2013 18 Feb 2013 Y Monthly Report Venus 23 Apr 2010 01 Apr 2010 z Monthly Report Zeus Project 16 Apr 2010 28 Apr 2010 yf Erik Aalbersberg 04 Oct 2010 Monthly Report The dashboard shows the status of the report request 3 2 2 3 3 Financials Each portfolio can be used to generate financial overviews based on the individual portfolio items The financial overview gives insight into budgets actual and committed costs and the latest financial forecasts The financial overview is found in different places within the Principal Toolbox These are e The financials tab on each portfolio item e The financials tab on each portfolio which gives an overview of all portfolio items contained in the portfolio e The financials tab on the portfolio report which is found on the project once a report has been requested it s the information entered here that s used to populate the tabs on the portfolio and its items The financ
110. ast The overvie al formation for the current financial period as well as the preceding and succeeding periods if configured The current period can be set using the Set Current Period cain Note that the project totals summarise all available information no restriction on dates Set Current Period Finance Edit J Project Totals Y Preceding Period Y Current Period J Time scale columns Y Succeeding Period Select columns to display V Reserved y Budget y Actual y Forecast y EAC Estimate y Variance Preceding Period Project Totals lt Jul 13 Jul 13 Aug 13 Sep 13 Oct Tyg Project gt Category Forecast si Last Publis 4 Reservec Budget Actual Forecast EAC Variance Reservec Budget Actual Actual Actual Actual Ac Filter by Finance Configuration 3 The window that opens allows the financial configuration to be changed 4 Select Use custom configuration which will bring up more settings 5 The following items can be configured Financial periods i Set the current financial periods and whether to show the preceding and or next financial period Behaviour l Change who can edit which fields at which point in the process Forecasting process Define which part of the period should be displayed for forecasting purposes Financial categories Determine which financial categories will be available for use Display options Choose whether to show financial categories which have no data attached 2015
111. ate Gender Remarks p cole fortes nl User Name Password last changed on Administrator External Default Hour Rate Save Cancel Peter 31 May 2010 Rate 120 0 Person details 6 2 2 2 Advanced options The administrator has rights to modify advanced options for the login policy There are several security settings possible for the password Go to the Settings page and navigate to System settings gt User login settings User Login Settings User administration settings Customize the following settings by clicking on the edit button To save any changes click OK or click Cancel to return to the current settings Settings Login type Multiple user domains Password expiry time in days 0 is no expiry Maximum incorrect login attempts 0 is infinite Lockout duration 0 is infinite Minimal password length Mix upper and lower case letters in passwords Use special symbols in passwords Use numbers in passwords Allow users to reset their password Value Principal Toolbox authentication Form Login No 0 3 15 6 Yes Yes Custom Edit User login settings These settings can be changed 2015 Fortes Solutions BV 166 Principal Toolbox 6 0 Password expiry time in days Maximum incorrect attempts Lockout duration Minimal password length Mix upper en lower case letters Use special symbols in
112. ation Documentation v1 0 Erik Aalbersberg 24 Mar 2010 Projectmanagement gt Centre of Excellence Search page 2 13 Project models In Principal Toolbox all projects that have been created are based on a project model A project model is an extensive template for projects It contains products document templates associated with these products lessons learned and automated reports This way it is possible to have standardised projects throughout the organisation and project managers always have the right document and report templates available Right from the start of the project automated reports if configured correctly are available for reporting purposes Below an example of the dashboard of a project model is shown 2015 Fortes Solutions BV 26 Principal Toolbox 6 0 2 14 Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup Projectmanagement gt Standard Prince2 2009 P 2 Dashboard Properties Product Breakdown Plan Project related documentation Report Guide Project Model Standard Prince2 2009 Project Model UK Edit Properties Edit Members Configure Process Diagram a Q i Stage 1 Stage 2 Objective Project model for larger Initiating a Project Closing a Project i and or com more Execution Stage 1 Organisation Status irecting a Pro This project model y 4 y 4 m provides you with
113. ation w 0 00 4 00 4 00 Make selection bd 8 00 2 00 8 00 800 6 00 0 00 0 00 32 00 Totals for sheet 8 00 2 00 8 00 8 00 6 00 0 00 0 00 32 00 Add on Timesheets See also Registration of actual hours 52 for more information about using timesheets 3 4 1 1 Creating a time entry configuration The time entry configuration defines e which products are shown on time sheets o membership based only products of which the user is owner reviewer or participant are shown 2015 Fortes Solutions BV 114 Principal Toolbox 6 0 on the time sheet regardless of budget o budget based only products that have a budget assigned are shown but then to all members of a project e whether only products from active stages are shown or all products from the project e whether users are allowed to choose products of projects they are not a member of Creating a time entry configuration There are multiple ways to create time entry configuration The default way to define a time entry configuration is described below 1 In the dark blue page header click on Time Entry Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup Time Entry Time Entry Edit Members Customise Page Text A time registration group contains a group of persons for time entry A time entry group can be related to
114. ations and decision points Work Packages here you can define new work packages 2015 Fortes Solutions BV Functionalities 33 Edit Project Plan Save Cancel New workpackage New man produci Copy products z Specialist Management Work packages Project plan Product Breakdown Klant communicatie producten Voorbereiding Lz Project opstart Project Mandate Project Brief Initiation Stage Authorisation t Technische producten Project business case Project Initiatie Document PID Unassign Project Autorisatie Distributie MS Office CD ROMs z To rename double Specificatie fase click on item Behoeften inventarisatie werkpakket Vragenformulier opgeste To permanently remove items Implementatie producten Formulieren verzonden drag them into the trash can Intake gesprek met eindgebruikers F Remove Implementatie voorbereiding werkpakket Handleiding systeembeheer E Instructie systeembeheer Handleiding aangepast F Installatie door leverancier Pilot installatie ll Installatie door systeembeheer Geteste installatie Highlight Report a Go Nogo Edit project plan Some remarks about the mechanisms of this window e All products and work packages are shown on the right hand side of the window If they are used in the project plan they will be shown grey in the right half of the window If they are not used in the project plan they are colored blue amber green on the right hand s
115. be toggled on and off by checking or unchecking the checkboxes directly underneath the header of the Request Allocation section Note If needed the timeline setting of the grid can be edited To do so click on Edit Timeline Settings Set the horizon and start date according to your preferences lt is also possible to set the scale and unit 2 To assign one or more resource pools to the project only needs to be done once for every project or whenever changes are required click Edit Resource Pools in the Request amp Allocation header A popup window will appear in which one or more available resources pools can be assigned to the project 3 Inthe header of the Request amp Allocation section click Edit to start requesting resources for the project Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Plaza Project Apollo Project Edit Resource Pools Edit Timeline Settings Horizon 3 Months Start Date Scale Weeks Unit Hours changes are spread out over period Request or Planned gt Allocated Planned gt Request Request amp Allocation Edit Toggle Planned y Request y Allocation y Remaining Available 31 02 08 32 09 08 33 16 08 34 23 08 35 30 08 36 06 09 37 13 09 38 20 09 39 27 09 40 04 2 Pools gt Resources Skill gt Plan Req Allo Plan Req Allo Plan Req Allo Plan Req Allo Plan Req Allo Plan Req Allo Plan Req Allo Plan Req
116. button and fill in the budget in the field Hours budget manual hours and Cost budget manual costs Fill in Hours remaining manual and Cost remaining manual with the same value of hours and costs By doing this you keep the variance with respect to the budget at the start of the project at 0 As the project progresses you can see at variance the number of hours or costs over or under the budget 4 Alternatively go to the each product page and click the tab Costs amp Hours and insert the different budgets there Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Project Apollo project Edit Project Plan Set Baseline Products Edt a amp amp Costs total y View Options osts Budget ieee Costs Actual nae Costs Variance E Project start up 0 00 0 00 0 00 0 00 0 00 General Logs Dependencies Costs amp Hours Resource Demand E Project initiation Product Project Initiatie Document PID Edit Close M4 y Initial Business Case 1 000 00 0 00 400 00 700 00 100 00 s Project Initiation Document 9 000 00 320 00 19 080 00 0 00 10 400 00 Hours Manual Entries Total Costs Manual Entries Total e Project Authorisation 0 00 0 00 0 00 0 00 0 00 40 000 00 320 00 19 480 00 700 00 10 500 00 Budget 800 00 om eee Budget 32 500 00 gup ee Committed 0 00 0 00 0 00 Committed 0 00 0 00 0 00 B Requirements amp Prototyping Actua
117. by using so called Planning Item Filters These configuration options are bit more flexible and offer more filter options 1 To enable the Planning Item Filters navigate to Setup Configuration and click on Time Entry and Settings 2 Click on Edit to enable the Support for Activity Planning Configuration Options E eee Settings E Principal Toolbox Module name Time Entry Notifications E MS Project integration Settings for Time Entry Conversions Settings Manage Hour Rates Project Plaza Currencies Default value Custom value Resource Categories Allow project manager s to approve No O Yes Financial Categories hours Manage Resources Allow project manager s to configure No O Yes x ant hour rates per resource Support for Activity Planning No O Yes Time Entry Settings ACTUSTO Ol Priv A dU Manage time sheets OK Cancel Manage entries Manage Non project Activity Sets Resource Allocation E Customize fields Approval entries Enable Support for Activity Planning 3 Go back to Time Entry in the dark blue bar 4 Click on New in the header Time Entry Configurations to create a new time entry configuration 2015 Fortes Solutions BV 116 Principal Toolbox 6 0 Dashboard Accountable Hours Planning ltem Filters Time Entry Configuration Budget Edit Close Edit time entry configuration Set name and settings for this configuration A planning item can be a produ
118. cases the Principal Toolbox will give an alert on the license page main page of the Settings ignore this alert and start up the system once more If the alert continues then check again whether all information is filled in correctly Updating the software Implementing updates and the installing of new releases of the Principal Toolbox is done via the Settings screen You will receive a file in the form of a jar or sql file from Fortes Solutions in order to implement an update or to be able to install a new release Remember Before starting the update we recommend to backup the database and application Users should be informed of the update and should not be working on the system during the update 1 Go to the Settings page 2 Click the link Update software 3 Now click Start update procedure 4 Log out all active users and click Proceed with step 2 5 Wait while storing the unsaved data and select the checkbox in front of Check when backup of database has been performed 6 Click the button Proceed with step 3 7 Locate the appropriate file jar file or sql file using the Browse key 8 Click the Proceed with step 4 key in order to carry out the update 9 After completion of the update the update procedure restarts the Principal Toolbox application 10 After the restart log in as administrator and wait for update processes and the sanity check to finish This can take time depending on the update and the size
119. ce details including the primary and secondary skills 4 Click Save to save the modifications and click Close to return to the main window Creating a resource pool and appointing resources to a resource pool A new resource pool can be created by the resource manager 1 Navigate to the Dashboard tab of the Resource Allocation module Dashboard Properties Request amp Allocation Projects Availability Resources Resource Pool Resource Pool IT Dashboard tab 2 Click New to create a new resource pool Specify the name and optionally a description for the resource pool and click OK 3 To appoint resources to a resource pool click on the name of the resource pool in the tab Dashboard that you want to add resources to Note a resource can be appointed to multiple resource pools 4 Click on the tab Resource Availability and click on Add Remove Resources a popup window with the available resources and already appointed resources will appear Resource Pool Resource Pool IT Select the resources that are part of this resource pool Only resources that are selected can be allocated to projects Select Resources Resources Q Selected Resources Administrator S a Peter Cole Arjan van der Laan John Edwards Henk Visser Ivo Rings Herman Mulder Erik Aalbersberg Jan Jansen Jeroen van Bameveld Pieter Bloemen Richard de Groot Ruud Peltzer m Samuel Davies Swank
120. ced options 153 product and then requests approval for the product by clicking the Dat ni Snel button 8 A new window will open where the approvers need to be selected a due date can be set and remarks can be inserted To send an email to the approver s about this product approval tick Notify approvers Request approval for Project Initiatie Document PID Request approval for Project Initiatie Document PID Approvers Selected Approvers Available Approvers Erik Aalbersberg lt lt gt gt Due date Remarks Notify approvers E OK Cancel 9 The approver s will be informed through an email and will have a note on their Home page Documents to be approved by me Document Location Project Due Date Hoofdpuntenrapport rtf Highlight Reports Apollo Project 04 May 2010 Highlight_Report rif Highlight Report Apollo Project 24 Aug 2010 10 To review the product page click the product name and the specific Product page opens General Product Project Initiatie Document PID Approve Reject Approve or disapprove the product 11 After review click Approve or Disapprove and insert any remarks 12 In this example we have approved the product and the status of the Product approved field is automatically set to Approved 2015 Fortes Solutions BV 154 Principal Toolbox 6 0 6 1 System Administrator Setup amp Sett
121. change the risk any time at a later date by clicking it s description in the Risk log 8 Close a risk by setting the status to Closed 9 The project manager and project support roles can also copy and move risks To copy a risk to another programme or project you can use the Copy and Move buttons Enis bA With copy you create a duplicate risk within your own project With the move button you can select another project or programme to move the risk to Note Only the project manager and project support can create new risks However the owner and reviewer of a product can also create risks related to that product The project manager and project support can edit all risks The owner and creator of a risk can edit all information of that particular risk 3 1 3 5 3 Quality review log A quality review quality control is a standard method to test a product for its measurable quality criteria This technique is especially suitable for documents e g developments procedures and reports The criteria for the quality of a product are taken up in a product description lt describes the goal of the product the composition of the product which sources are to be used the form in which the 2015 Fortes Solutions BV 66 Principal Toolbox 6 0 product should be delivered and which quality criteria the product must meet We will describe the quality review procedure underneath 1 Go to the Product
122. chy that reflects the organisational structure can also be made part of a portfolio Portfolios are manages in a separate area within the q napa Toolbox and this functionality is provided by an add on module Portfolio Management add on 83 The illustration below shows how Project Management and Portfolio Management work together 2015 Fortes Solutions BV Introduction to the Principal Toolbox 9 1 2 Project Project Project SP e ea Y fi Project Project Project 9 Project idea Single Sheet Project Prince2 Project Hardware and Software requirements The following hardware and software requirements must be in place for using Principal Toolbox If your browser s pop up blocker settings are configured for maximum security you will not be able to view any pop up windows within Principal Toolbox This includes all pop up windows even those that provide necessary functionality such as the calendar pop up for choosing a date the help window and more Also some script blockers may be active You will not be able to use drag and drop functionality within Principal Toolbox for example the drag and drop functionality on the edit project plan page and the Gannt editor if these script blockers are not disabled Some virus scanners firewalls or browser add ons like the Google toolbar also have pop up or script blocking Consult your software docume
123. ct an activity or a non project activity General Name Budget Description Products appear on time sheets when an hours budget has been set on those products Split Up Time Sheets on Month Transition E Create new Time Sheets after Approval Request Allow external users as time entry group members E Pre selected Planning Items Pre selected planning items are shown on the time sheet by default For these items employees can directly start writing their hours without having to select them Filters can be selected to configure which Planning Items should be shown as pre selected Pre selected Planning Item Filters Selected Filter s Available Filter s No name Pre selected With budget With budget and in progress With a E iia With ownership and in progress Selectable Planning Items Selectable planning items appear in the product activity selection Employees are allowed to write their hours on these items Filters can be selected to configure which planning items should be selectable Selectable Planning Items Selected Filter s Available Filter s No name Pre selected With budget With budget and in progress With ownership With ownership and in progress Show fields on time sheet Product Field read only Percentage Complete Entry Field selectable in time sheet i Required to be set Approval Auto Approve on Submit E Create draft entries on request approval E Replace draft entries after approval Keep h
124. ct 12 Gebruiker is niet 06 Jun 2010 rintknopje op hoofdscherm Apollo Project Approved 13 Apr 2010 g beschikbaar in gestelde termijn Planning aanpassen Venus Project 2 planning loopt uit 12 Oct 2010 My Risks Edit My Risks View Options My Quality reviews My Reviews v View Options Description Project Programme __ Decision Due Date a 1 Area for general information 2 Time sheets to be filled in and or approved add on Timesheets 3 Products documents to be approved add on Advanced Customisation amp Workflow 4 All programmes and projects you have a role in 5 All products issues risks quality reviews actions and changes assigned to you Configuring your home page To configure the layout of your personal home page click the button Customise Home Page The opened window gives you the possibility to select e Which programmes should be displayed e Which projects should be displayed e How to display the products e How to display the log items 2015 Fortes Solutions BV Basics Principal Toolbox 13 2 2 Customise home page Edit Close Portfolio Section Do not show portfolios on my home page Show portfolios of which am a manager Show portfolios of which am a member or a manager Programmes Section Do not show programmes on my home page Show programmes of which am a programme manager includes view selector Show programmes of which am a member or a manager Projects Se
125. ct model first You can request the new Generic PRINCE2 Planning Model from our Support Office Starting up a new project with the Generic PRINCE2 Planning Model 1 Go to the Portfolio dashboard and click on New in the Project listing 2 Enter the details and select the new project model 3 Select a project manager and click on OK to create the project Add Project Portfolio Management Project Portfolio Management Properties Name Objective Remarks by Owner Project Manager Erik Aalbersberg e Start Project Start Project Project Model PTB model 3 1 Programme IT Department oe OK Cancel Create a new project with the new Generic PRINCE2 Planning Model 2015 Fortes Solutions BV 78 Principal Toolbox 6 0 The project is now available on the programme and or portfolio dashboard The project manager is now able to start planning his or her project 3 1 6 1 Planning a Project With the Generic PRINCE2 Project Planning it is no longer possible to edit the project plan via the project dashboard or via the Plan tab The Plan and Gantt tabs have been replaced by one tab called Planning The tab Planning contains three sub tabs Gantt Costs and Hours On the tab Gantt you can add new planning items products work packages or stages and edit the planning of those items Dashboard Properties Product Breakdown Planning Resource M
126. ction Do not show projects on my home page Show projects of which am a manager Show projects of which am a member includes my role as a project manager Workpackage Section Do not show work packages on my home page Show work packages of which am an owner reviewernparticipant includes view selectors Products Section Do not show products on my home page Show products of which am an owner reviewer participant includes view selectors Activities Section Do not show activities on my home page Show activities of which am a participant Logs Section Do not show logs on my home page Show logs using full width of which am an owner includes view selectors Show logs using half width of which am an owner includes view Selectors Editing Home page settings Tabs shown on your home page Your home page displays several tabs Depending on your organisation s license some tabs might not be available Here you can see e Approve Hours shows all hours from other users you should approve or disapprove e My Time Sheets shows all your time sheets when time registration is turned on Enterprise dashboard The Project Management dashboard is the highest level in the programme and project tree Note that Project Management can be replaced by the name of your organisation The Project Management dashboard is accessible through the link in the blue header On the Project Management dashboard you are able to reach all
127. cument PID Save Cancel Name Project Initiation Document PID Planned Actual date ES date Description Start EE TT Owner Group Project Manager Draft Owner Erik Aalbersberg pu Reviewer gt ee Participants aaa 27 Jul 2011 Priority Duration 2 00 Mandatory m Planning Status oe Product Quality Finance Total Actuals A custom field Product Quality has been added to a product Default the Principal Toolbox is configured with ten custom fields for each item If 94 Custom Field you need extra custom fields these can be created with the Add custom fields button Remember To reset an existing custom field go to the edit page of the custom field gt Click Edit gt Click Advanced and then hit the Reset button When you are sure you want to reset the field click OK All values inserted by users will be deleted from the system and can not be retrieved 6 2 Settings In the middle of the Settings page you can see the information of your current license Underneath are options to alter the license key and the version type On the left hand side of the page you see a list with subjects that point to the different settings pages We will review the most important subjects in this section obtaining the license key and carrying out updates 161 management of users 163 2015 Fortes Solutions BV System Administrator Setup amp Settings 161 6 2 1 6 2 1 1 6 2 1 2 6 2 1 3 L
128. d of or complimentary to requesting resources at project level resources can be planned at product level To do so follow these steps 1 Open one of the products on the project and navigate to the tab Resource Demand 2 Within the section Resource Demand press the Edit button 3 Using the planning board resources can be planned by Skill named Resource or both 4 Additionally the hourly rate can be chosen as it may be specific to the project Note as soon as a resource registers hours against a project using the time entry module the default hourly rate as defined for the resource will be used If this default rate is different from the rate as chosen when demanding resources the project manager will have to explicitly change the rate that is used when the resource enters time against the project Please see Letting project managers choose hourly rate 124 for instructions on how to set the appropriate rate General Logs Dependencies Costs amp Hours Resource Demand Product Project Initiatie Document PID Edit the resource demand planning Name Project Initiatie Document PID Planned date Actual date Description he Start 11 Jan 2013 26 Sep 2006 Hours Planned 0 00 Fina 47 Jan 2073 Costs Planned ia Duration In Working Days 5 00 Hours Actual 636 00 Resource Demand save Cancel io amp Skill 5 Resource DefaultHourR Planned Costs Planned s Filter by s Filter by s Filter by d Resource Pool
129. d to draw attention to potential problems Stage colour The active stage in your project is coloured yellow the other stages are grey It does not mean the other stages cannot be edited it is an indication and used for filtering purposes in certain views In the product checklist stage names are shown in black On the Gantt chart stage bars are also shown in black Types of products Three types of products are identified in Principal Toolbox Throughout the Principal Toolbox these are shown in the following colours e Green products of the project board mostly authorisations and decision points e Blue project management products like the project mandate PID highlight reports etc e Amber Specialist products Specialist products are all products that are part of the product breakdown and define the final result of the project Work packages are shown in a bold amber font type On the Gantt chart work packages are solid amber 2015 Fortes Solutions BV Basics Principal Toolbox 19 Stage 2 Execution Stage 1 Stage 1 Initiating a Project Initiating a Project Starting Up a Project Managing Project Delivery Directing a Project nam T Directing a stage Managing stage boundaries Closing a Project E Closing a Project O Project Board O Project Manager O Team Members Active stage in yellow Products Project start up Project initiation Projec
130. dency right click on the arrow and choose one of the disconnect options that appear From within the Gantt the start and end date of the portfolio initiatives not currently active projects can be changed as well Just click on the start or end of one of the bars and drag it to the required date The same can be done by entering the dates on the left hand side in the date fields Portfolio model Each portfolio can be based on a portfolio model Using a model ensures portfolios are configured in one or more identical ways Items which are part of the model The page lay out of the portfolio items The reporting model The automated reports please see Automated reports 127 for more information The field configuration The financial configuration Note all of the above items can also be set on each individual portfolio after it has been created 2015 Fortes Solutions BV Functionalities 95 3 2 3 1 3 2 3 2 The reporting model Dashboard Financials Portfolio Gantt Documents Archive Portfolio Model Portfolio Model IT Name Portfolio Model IT Description Status b Status Description Automated Reports gg Importance vs Risk Reports Projects Portfolio Management Products Issues Risks Quality reviews Changes Actions Lessons learned Cost Hour Entries Entries Timeline Reports Entries Edit Projects Portfolio Management New All Projects Edit Properties
131. dit previously defined skills Click on the name of the skill to be edited a popup window with the skill details opens Click Edit to edit the skill name Consultant Jr Save Cancel Name Consultant Jr Creator Erik Aalbersberg Resource Category Create Date 10 Feb 2010 Adding a skill Adding new resources in Principal Toolbox Before resources can be appointed to a resource pool resources and their skills need to be defined in the Principal Toolbox Users are automatically available as resources additional resources can be defined by a resource manager as follows 2015 Fortes Solutions BV 104 Principal Toolbox 6 0 2 The screen contains two sections one for no users and one for users Click New in the no users 1 Navigate to Setup and Configuration in the dark blue header on the top of the screen The left hand side of the screen contains a link to Manage resources Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup 5 A Configuration Options d en Manage Resources Principal Toolbox O Here you can manage the resources for the resource allocation Notifications There are two types of resources MS Project integration Resources that are not linked to a user account These resources can be added removed and modified freely C
132. dule Timesheets they get a weekly time sheet on their home page My open time sheets Week start Date Owner ae Remarks by Owner Time Entry Group 6 04 Feb 2015 Erik Aalbersberg New ICT 7 11 Feb 2013 Erik Aalbersberg New ICT By clicking the date of the time sheet the time sheet opens On it you will find the selection of products you are allowed to book hours on The selection of products that is shown is dependent on the settings of your time entry group It could be that only products are shown of which you are owner reviewer or participant Alternatively only products with an hours budget can be shown on time sheets In both cases you can add the number of hours in the row of the appropriate product in the column of the correct day The total number of hours for each product day and week is shown directly on screen At the bottom of your time sheet you find a selector for projects and non project activities Here you can select products or activities that are not shown in the product list After finishing your time sheet you need to request approval on the data you entered How this works 2015 Fortes Solutions BV Functionalities 53 is described in the next section 53 Time sheet 04 Feb 2013 10 Feb 2013 Erik Aalbersberg Save Save and Request Approval Cancel Owner Erik Aalbersberg Time Entry Group ICT Time Sheet Status New Time Sheet Approver s Ruud v Weerdenburg Last Saved By Rem
133. e Archive Dashboard View Options Curent Stage ogress seneral Planning Hours roject Managers Apollo project Project initiation P A A gt Arjan van der Laan Roll out of software on desktops 19 Aug 2010 Juno Project Project initiation J w J J John Edwards Back up of all previous documents 25 May 2010 Venus project Preparation stage A A J m Peter Cole Logistic optimisation project 24 Jun 2010 Zeus Project Project start up P A a gt Henk Visser Roll out Zeus on clients 02 Sep 2010 Programme Dashboard In the dialogue give an appropriate name to the project model After choosing OK the project model will appear on the dashboard of the programme or project list underneath the Project model listing header at the bottom of the page 3 1 5 3 Moving project models When creating a project model it will be placed within the programme or project list where it was created It will be available to the level it was created and if they exist any project lists or programmes below that level Moving a project model is done by first exporting it and then importing it into the right location If you want to make the project model available to all programmes and project lists go to the highest level in the Principal Toolbox and then open the tab Models 1 Export a project model by selecting it on the project list programme dashboard Click Export In 2015 Fortes Solutions
134. e Time Entry Configuration is not set up for Auto Approve Approval by line manager only 1 Set the line manager up to approve hours on the Time Registration Group 2 Check that project managers are not allowed to approve hours see above for instructions 3 Check that the applicable Time Entry Configuration is not set up for Auto Approve Approval by project manager only 1 Enable the option to have project manager approve hours see above for instructions 2 Enable the Auto Approve on the applicable Time Entry Configuration this will ensure that line managers are skipped Automatic approval 1 Enable the Auto Approve on the applicable Time Entry Configuration 2 Check that project manager are not allowed to approve hours see above for instructions Submitting timesheets Any timesheets that need filling out will appear on the personal dashboard of the employee on the tab My Time Sheets 2015 Fortes Solutions BV 122 Principal Toolbox 6 0 3 4 1 5 My open time sheets Week Start Date Owner lie Remarks by Owner Time Entry Group 6 04 Feb 2013 Erik Aalbersberg New IET 7 11 Feb 2013 Erik Aalbersberg New IET 3 18 Feb 2013 Erik Aalbersberg New ICT My open timesheets on the homepage Any open timesheets will be displayed as a listing Click on the start date of the timesheet to open it The following window will open Time sheet 04 Feb 2013 10 Feb 2013 Erik Aalbersberg Save Save and Request A
135. e of the custom field Field description Description of the field Editable Highlight to make the field editable Field type Select the type of the custom field Field width Width of the field on the screen Field default value Default value of the field 5 There are some different field types available for the custom field We will explain them shortly 2015 Fortes Solutions BV 160 Principal Toolbox 6 0 String Text field with max 255 characters Memo Text field with unlimited characters Number Number field with no decimal accuracy for example 2342 Double Number with single decimal accuracy for example 3 5 Currency Number with two decimal accuracy for example 3 45 Date Date field Checkbox A basic checkbox Picklist Single From the picklist only one can be selected Picklist muliti From the picklist multiple values can be selected Person single From the picklist only one person can be selected Person multi From the picklist multiple persons can be selected When selecting a picklist a new data field will appear named Picklists values where you can specify the different values 6 Then click OK and the field will be available at the specific page The screenshot below shows you a custom field to set the product quality after the quality review lt is a multi picklist with the values 0 General Logs Dependencies Costs Hours Resource Demand Product Project Initiation Do
136. e the project model file and fill in the other fields in the dialogue d Click OK and the model is imported into the list of enterprise project models The model is now avallable within all programmes of Principal Toolbox and can be chosen when creating a new project anywhere Home Portfolio Management Organisation Resource Allocation Time Entry Import Export v Help Support Setup Organisation Dashboard Documents amp Knowledge Lessons Learned Models Archive Organisation Project Models New Import Export Archive Name a Type Owner s Objective PRINCE2 2009 mod le de projet Prince2 Project Mod le pour un projet standard PRINCE2 PRINCE2 project model EN Prince2 Project Model for setting up PRINCE2 projects PRINCE2 projectmodel NL Prince2 Project Model voor het opzetten van PRINCE2 projecten PRINCE2 Projektmodell D Prince2 Project Projektmodell DE Single Sheet Project Model Single Sheet Project TenneT RenSec Projectmodel Project model voor grote en of complexe projecten Programme Models New Import Export Archive Name a Type Owner s Objective MSP Programme model v2 Model for settung up an MSP programme Enterprise models Generic PRINCE2 Planning Model As of release 6 0 a new project model has been made available The new project model called Generic PRINCE2 Planning Model offers new functionalities for the Gantt To be able to use the new Generic PRINCE2 Planning Model you will have to import the new proje
137. e will dynamically be linked to the Principal Toolbox data When the report data is updated the Pivot table will adjust likewise More help To alter the Pivot table location click the _ button and select the location The selection for Principal Toolbox data will show all available data inserted by keywords in the template Additionally the user can click to add a Pivot chart connected to the Pivot table This chart will be placed on a new sheet automatically To insert the Pivot table click OK The following should appear as an example MSExcelClient 17 Compatibility Mode Microsoft Excel PivotTable Tools _ Home Insert Page Layout Formulas Data Review View Add Ins Acrobat Options Design Contribute Gl Open in Contribute pg Publish To Website Ef Post To Blog Principal Toolbox Principal Toolbox Report m Insert Chart Based on PT Data BE Insert Pivot Table Based on PT Data A 8 Principal Toolbox Template Show Hide Keywords 2 Refresh PT Data Y Open Keyword List Save as PT Merge Template Menu Commands Custom Toolbars Choose fields to add to report Name Costs Status Costs Budgets Costs Committed Costs Actual Costs Remaining Costs Variance Venus Project Red 4000 0 6860 0 2860 Eire Apollo Project Green 36100 3200 19084 2 13824 E Costs Status Juno Project Green 5000 200 4000 0 800 E Costs Budgets Zeus Project Green 10000 1000 7000 0 2000 E Costs Committed Costs Actual Drop Column
138. ear in which the report properties can be chosen 2015 Fortes Solutions BV 92 Principal Toolbox 6 0 2 Specify the due date for the report followed by the report model it should be based on and if required send some additional instructions or remarks with the report request Home Portfolio Management Organisation Resource Allocation Time Entry Import Export v Help Support Setup Portfolio Management gt Portfolio Division UK Dashboard Properties Financials Portfolio Gantt Documents Archive Portfolio Portfolio Division UK Edit Properties Edit Members Customise Page Text Edit Field Configuration Edit Page Layout Edit Widgets MW A Q Name Portfolio Division UK intion Portfolio Overview Description p Overview of all projects within Fortes with their priority and required FTE per quarter Status o Maximum amount of FTE available is 13 If more is needed hiring will be necessary Status Description Automated Reports Edit Projects Portfolio Management Edit New Send report request fSave as version Archive Move M4 Portfolio Overview y View Options gg Importance vs Risks a f SEES ii amp Principal Toolbox Principal Windows Internet Explorer provided by Prin Sa Reports p a http asp fortes nl Principal online Folder functions AddEditFolder sp PageDef PortfolioRep y i Omega Project Projects Portfolio Manageme
139. ears allows to set one specific hourly rate for this resource Configuration Options E en Manage Resources E Principal Toolbox Here you can manage the resources for the resource allocation Notifications There are two types of resources MS Project integration Resources that are not linked to a user account These resources can be added removed and modified freely Conversions Resources that are linked to a user account For these resources only some properties like skill can be edited Manage Hour Rates Currencies Resources no users Edit New Remove Resources View Options Resource Categories Financial Categories Last Name a First Name Primary Skill Secondary Skill s Email Phone Remarks Manage Resources Bloemen Pieter Project Manager ICT Consultant Sr Peter mail com 31 53 2314 357 Manage Skills Time Entry 2 Principal Toolbox Principal Windows Internet Explorer pro H Manage entries Manage Non project Activity Sets Resource Allocation Customize fields Approval entries Peter Cole Edit Close MA a http asp fortes nl Principal online Folder Folder jsp PagelD 1303808 PageDef ResourceDetails Bit Resources View Options Phone Remarks F First Name Peter Primary Skill Software Developer Last Name Cole Secondary Skill s Initials P Default Hour Rate Rate 120 0 Email p cole fortes nl Remarks Phone Kent Clark Software E
140. ease or decrease the column size Note If you would like to use your own views for reporting you will have to take into account the maximum width of a page The columns may not be wider than the portrait or landscape headers Otherwise the table will be too wide for the page How to create your own report templates is described in the section Automated Reports 127 Note the bars for portrait and landscape are of approximate size Check the result in your reports 6 To show totals of numerical fields click the Advanced option and select the columns for which you would like to know the totals Click OK 7 If you want to save the newly defined view you need to save it with Save View To overwrite an existing view you saved before select the name of this view at the Existing view pull down list To create a new view enter the new name at New view Click Save to save the view 8 Select personal local or global See manage views for more information 9 With the Make Default option a specific view can be set to the personal default view on that page 10 With the button Manage Views the views available can be managed See Managing views 237 2015 Fortes Solutions BV Basics Principal Toolbox 23 2 9 Tip If you define a new view as standard with the Make Default button the view will be shown when opening that tab Manage views Within the Principal Toolbox all users are
141. ected costs from the budget Hours status Based on the tolerances of the programme project list Uses the deviation of expected spent hours from the budget Major deviation from the plan on costs hours or planning Based on the tolerances set Minor deviation from the plan on costs hours or planning Based on the tolerances set No deviation from the plan on costs hours or planning Based on the tolerances set The tolerances on the programme project list can be defined by the programme manager at the dashboard of that level These tolerances can be set in percentages or in absolute numbers 2015 Fortes Solutions BV Basics Principal Toolbox 21 2 8 Soe y th k Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup NO X Edit Widgets M amp Q Programme and Project Tolerances Set tolerances Enter the tolerances for the projects in this programme project list The default tolerances can be set in the first row For specific projects the tolerances can be set differently by setting alternative values in the list below Tolerances can be set absolutely or relatively percentage based for the following dimensions Stage Planning Shows whether or not the active stage is running behind or on schedule with respect to the planned end date Product Planning View Options y C
142. ed the model Archive the project model Enterprise models Project models can be created in any project list or programme The model will be available on the level of the containing programme project list and on all sub levels To make a project model available throughout the Principal Toolbox you can publish it at the so called enterprise level the highest level in the Principal Toolbox Two options are available to get the project model at the highest level First option 1 The new project model option a Go to the highest level of Principal Toolbox enterprise level Open the tab Models b Click New at project model listing c In the dialogue define the name and description for the project model In the lower part of the window select the programme where the project model is located Then select the project model you want to promote to enterprise model d Click OK and the model is added to the list of enterprise project models The model is now available within all programmes of Principal Toolbox and can be chosen when creating a new project anywhere 2015 Fortes Solutions BV Functionalities 77 3 1 6 Second option 2 With the export import option a First export the project model you want to publish The model will now be saved as a file Save it atan appropriate location b Then navigate to the highest level of Principal Toolbox enterprise level Open the tab Models c Click Import Choos
143. ed dates set on today or before today are shown in red e If the final planned date lies before today a red dot appears to the left of the product name e Finished milestones are marked with a tick v If the final milestone is ticked off the tick is shown to the left of the product name On the Gantt chart Ea O CC pe 201 2 EE 14 Jan 2013 21 Jan 2013 De Ee Mame Project start up wr Project Mandate _ Project Brief Initiaton Stage Authorisati Project initiation vw Initial Business Case mmes Projectinitiaton Document E MR Project Authorisation Planning on the Gantt chart e If the final milestone of the product is delayed a red dot appears next to the product name e lf milestones of the product have been finished this is shown in the planning with a solid colour bar inside the product bar In the figure shown above the draft version of the Initiation Stage Plan has been finished e Finished products are marked with a tick Y and the solid bar indicates when the product actually has been finished e g in the figure above the Project Mandate was finished on the 25th of May but was scheduled to finish on the 21th To report progress you do the following 1 Go to the Project Dashboard 2 Click the name of the product to view the Product page 3 To change the planned date select the date and enter the new date in the calendar 2015 Fortes Solutions BV
144. emove Y fi G3 ga Copy Move Open Issues View Options y Nr Description DB A Type Decision Owner Product Plan item Due Date Remarks L 8 Slow Internet connection 0O 1 Issue Open Samuel Davies Pilot Preparation Work 23 Apr 2010 Contact IT to find out why 7 Bug found in version 7 6 Delay in system 0 2 Off spec Package Pilot Preparation Work Package Assigned John Edwards Try to reproduce the error to find the bug Deferred Jeroen van Bameveld Maybe we should adjust the development 5 Request for change ofthe 1 2 RFC page layout 4 Different page layout 0 1RFC planning Pilot Preparation Work 30 Apr 2010 Look for new design Package Updated user Approved Yung Ji Lao No Action Samuel Davies documentation 4 3 Request for more 0 1 RFC Resolved Richard Hammond Requirements report 28 May 2010 Acquired all the material background material 2 Request for roll out on 0 0 RFC Investigation Samuel Davies 19 Apr 2010 Macintosh machines Documents files links text Add Add Note Remove Show History Update Name Description Revision Published Publisher ga Issue_register rtf Issue Register v1 0 01 Apr 2010 Erik Aalbersberg Issue log Note All project team members are allowed to create new issues The project manager and 2015 Fortes Solutions BV Functionalities 65 project support can edit all issues The owner and creator of an issue can edit all information of
145. emplate in the Principal Toolbox click fea in the Templates section in the Edit Automated Reports window or on a product page Fill in the 2015 Fortes Solutions BV 130 Principal Toolbox 6 0 4 1 2 following information Description This will be the title of the report shown on the dashboard Revision Doc nr Use this to give a version number to your template Filename Locate the RTF file with the browse button Internal document link Provide a document ID from a document at another location in the Principal Toolbox application The ID can be found in the document history This allows for a centrally placed document to be linked to from projects Update by updating only the original centrally placed document 8 IMPORTANT Make sure the checkbox Document is a merge template is ticked Add a document to the list Download Template Add a document link Adding a Word file 9 Click OK to add the merge template to the Principal Toolbox 10 The document is now available as an Automated Report If you added it to the section Automated Reports on a programme project list or project dashboard you will find it in the list Automated Reports If you added it to a product page it will appear in the list Templates on the General tab 11 To generate the Automated Report click the template name and it will open in a new window 12 After the report is opened in a new window it can be altered
146. en Actions View Options v Percentage Complete 15 Nr Name Descripti jon O Owner Related To Due Date Remarks by Owner 5 Manager afdeling P Vraag zijn mening over het 0 Yung Ji Lao 26 May 2010 aanspreken f sico Predecessors Add Dependency Issues Edit New Remove Y fi B Open Issues View Options g 7 Eee External predecessors Edit Add Dependency Remove Dependency Nr Description O a Type Decision Owner Product Plan item Due Date Remarks rr a j A I 16 Planning will notmakeit 0 0 Issue Open John Edwards Project Initiatie 23 Sep 2011 is Project Start Draft Checked Final Lag Dependency Type Document PID Next Stage Plan Venus Project 03 Jul 2012 09 Jul 2012 0 Finish to start Risks New Open Risks View Options Successors Quality reviews New Open Quality Reviews View Options Changes New Open Changes View Options y Logs tab Dependencies tab 3 1 2 5 Assigning responsibilities for products Next step is to assign the responsible owners to the products in your project This can be done by either the project manager or project support roles Before you can assign products to project members you have to make sure that all required resources are a member of your project management team Assemble your project team 1 Go to the dashboard tab of your project 2 Click Edit Members to see the members of your project team To add people to your Egit Members project team select them from the list on the rig
147. en drag it to the right position in your project plan Edit Project Plan New spec product New man product Project plan Project Mandate Project Brief Initiation Stage Plan Initiation Stage Authorisation Initiating a Project Business Case Project Initiation Documentation PID Next Stage Plan Project Authorisation Execution Stage 1 Work Package 1 Product 1 1 Highlight Report End Stage Report Next Stage Plan Next Stage Authorisation Execution stage 2 Work Package 2 Product 1 2 Product 2 1 Product 2 2 Highlight Report Save Cancel Specialist Management Work packages Work packages Work Package 3 Project plan Unassign To rename double click on item To permanently remove items drag them into the trash can Remove Copy products Add a work package by dragging new work package into your project plan Moving work packages To move a work package click its name and drag it to the right position Check the black line 2015 Fortes Solutions BV 38 Principal Toolbox 6 0 indicating where the work package will be positioned Deleting a work package To delete a work package click its name and drag it to the work packages list on the right hand half of the window Only work packages that are not present in the project plan anymore can be deleted by dragging them from the right hand part of the window onto the garbage bin step 2 in the fi
148. en the Security tab and click the Custom level button In the Scripting section set Active scripting to enabled Miscellaneous Internet Explorer reports Script errors on different pages On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the ActiveX controls and plug ins section set Initialize and script ActiveX controls not marked as safe for scripting enabled Links to projects and programmes on the homepage doesn t On the Tools menu click Internet Options Open the Security work tab and click the Custom level button In the Scripting section set Active scripting to enabled Pack Project Offline window hangs while message Processing On the Tools menu click Internet Options Open the Security please wait is displayed tab and click the Custom level button In the Downloads section set Automatic prompting for file downloads to enabled No pop up windows are opening while clicking links On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Miscellaneous section set Use Pop up Blocker to disabled make sure there are no other Pop up blockers active 2015 Fortes Solutions BV Troubleshooting and Solutions 169 Sort Issue Can t download the MS Project Client add in Functions in drop down menus won t work Solution On the Tools menu click Internet Options Open the Security tab and cl
149. en used by project managers To use the Gantt chart in your project follow these steps 1 From inside your project click the Gantt tab A Gantt chart will be shown with all stages work packages and products listed When you haven t entered any planned dates milestones yet the start date of the project will be set to the date of today and the duration of all products will be set according to the duration in the project model 2015 Fortes Solutions BV Functionalities 41 Name li Jan 2013 28 14 Feb 2013 11 Feb 2013 13 Feb 2013 MMT PF SEM WTF ES MW TE Se MP ee wp sE Project start up aa v Project Mandate w Project Brief vw Initiation Stage Authorisati Project initiation v Initial Business Case v Project Initiaton Document O Project Authorisation Requirements 4 Protot Pilot Preparation Wo Requirements report Database configured Pilot Workpackage User instruction Pilot evaluation Gantt _ To edit the Gantt chart click Edit Ganti in the blue page header Note Only products can be planned directly in Principal Toolbox Stages and work packages are summaries of the products they contain so these cannot be changed directly Note To select products in the edit Gantt window click the product name on the left of the window To select multiple products keep CTRL or SHIFT pressed while clicking multiple products On the next page the planning can be entered in two ways
150. eps Defining a product breakdown structure 327 Defining stages and work packages 347 Assign products to work packages 38 Planning the milestones of the project basic 40 or advanced option 407 Assign responsibilities for products 44 Assignment of budgets hours and costs 46 Defining dependencies between products 47 N Oe A YS This sequence Is just a Suggestion An iterative planning process is always possible editing your project plan and other data remains possible throughout your project 2015 Fortes Solutions BV Functionalities 31 3 1 2 1 Creating a project Projects are always created from a programme or project list dashboard To create a new project do the following 1 Go to the dashboard of the programme or project list Projects New Import Export Move Model Archive Dashboard v View Options v 2 Click New in the Project listing heading The window Add Project appears Add Project O Add a project based on the required project model Provide the basic information like name objective etc and add members Project properties Name Objective Project Model Klein Prince2 2009 project model Project Color A Product Planning Type Principal Toolbox Planning Export E Add project members m Project managers Available users Erik Aalbersberg Add Albert Swank Arjan van der Laan Henk Visser He
151. er by NPA E Erik Aalbersberg Project Manager IC Consultant Jr Consultant Sr Proj 40 40 8 32 40 40 40 40 40 40 40 40 40 40 e Project Allocation py poo hu Education 8 E Ivo Rings Software Develope 40 40 40 40 40 40 40 40 G John Edwards Software Engineer Software Developer gt E Peter Cole Software Develope 80 80 8 72 80 80 80 80 80 40 40 40 40 40 4 mm p Adding non project activities 4 To allocate a resource to non project activities a Add a new row for the resource that needs to be assigned to non project activities by clicking on the sign in front of the resource s name A new row appears with a blank activity field b Click on the blank activity field and select the right non project activity c The hours to be allocated to the selected non project activity can be entered in the columns Allocated per period d Repeat steps 5a through 5c for each additional non project activity 2015 Fortes Solutions BV 108 Principal Toolbox 6 0 5 Click Save to save your changes 3 3 1 4 Managing requests and allocations The owner of a resource pool a resource manager is responsible for evaluating all resource requests that are coming in and turning them into allocations 1 From within the Resource Allocation module open the resource pool that needs managing 2 Open the Request amp Allocation Projects tab from the dashboard It will display a planning board
152. erances can be set in the first row For specific projects the tolerances can be set differently by setting alternative values in the list below Tolerances can be set absolutely or relatively percentage based for the following dimensions Stage Planning Shows whether or not the active stage is running behind or on schedule with respect to the planned end date Product Planning Counts the number of products overdue in respect to the total number of products in the project plan Costs Summarizes the costs committed actual and remaining and compares this in respect to the budget for all products in the project plan Hours Summarizes the hours committed actual and remaining and compares this in respect to the budget for all products in the project plan Default project tolerances Edit Planning Tolerances v Stage Planning Tolerance Product Planning Tolerance Name a o Orange ee o Orange i Active Orange Abs Red Red Abs Orange Abs Red Red Abs Stage Only IT Change projects 0 0 0 0 0 2 0 4 Project specific tolerances exceptions to the default tolerances Edit Planning Tolerances Stage Planning Tolerance Product Planning Tolerance Project Name Specific Orange 209 Red Red Abs Orange P9 Red Red Abs fe o Tolerances eri R TE Apollo Project a 0 0 0 0 0 0 0 or Juno Project a 0 0 0 0 0 0 0 of Omega Project E 0 0 0 0 0 0 0 of Venus Project E 0 0 0 0 50 0 100 0 a Zeus P
153. erkers Albert Swank Membership Non Project Activities Time Entry Gi y Groups Ae eet Acihiiy Sels 8 Principal Toolbox Principal Windows Internet Explorer provided by Principal Toolbox Time Sheets Time Entry Q Cost Hour Entries La http asp fortes nl Principal online Folder Folder jsp PagelD 150819 amp PreviousFolderID 106814 Name a Budget Time sheet 18 Feb 2013 24 Feb 2013 Erik Aalbersberg Save Save and Request Approval Cancel Timeline Reports Membership Owner Erik Aalbersberg Time Entry Group ICT Time Sheet Status a New Time Sheet Approver s Ruud v Weerdenburg Last Saved By Remarks by Approver Total Hours 32 00 s roup Manager Remarks by Owner Minimum Hours 38 00 Start Date 18 Feb 2013 End Date 24 Feb 2013 Correction Time Sheet Fill in the hours for this week on the appropriate project and product activity Highlighted rows in yellow are pre selected for time entry by the owner of the time sheet Note that individual rows may need approval by project manager s This is indicated by icons at the start of the row Mon Tue Wed Thu Fri Sat Sun Project Product Activity Hours Actual 18 19 20 21 22 23 24 Totals Complete Remarks Sa by Approver General I Venus Project Albert S Project Initiation Docu 0 00 8 00 8 00 16 00 Alpha Project Erik v X 4 00 4 00 Apollo Project Eri X 2 00 2 00 Omega Project Er v X 6 00 6 00 Venus Project Alb Project Initi
154. etails of the new resource and click Save The new resource will be listed in the section Resources no users Appointing primary and secondary skills to resources 1 To appoint primary skills to resources both users and non users click on Edit Select the desired primary skill and click on Save Alternatively to edit both primary and secondary skills of a resource follow the steps below Resources users Save Cancel Last Name a First Name Primary Skill Secondary Skills Email Phone Aalbersberg Erik Project Manager Consultant Jr e aalbersberg fortes nl 06 24 94 66 66 Consultant Sr Consultant Jr roject Manager Consultant Sr CT Project Manager ICT Software Developer Software Engineer Administrator Support sn v suppon fortes_nl Appointing a primary skill 2 To appoint a secondary skill s to resources both users and non users click on the name of the resource you want to appoint skills to a new window will appear in which the resource details are listed 2015 Fortes Solutions BV Functionalities 105 Peter Cole Save Cancel First Name Peter Primary Skill Software Developer Last Name Cole Secondary Skill s Initials F Default Ho Consultant Jr Email cole fortes nl Remarks Consultant Sr eee Project Manager ICT Phone Software Developer a Software Engineer OK Annuleren Appointing a secondary skill 3 Click Edit to modify the resour
155. ew entry in the portfolio Projects Portfolio Management e 0000 00000f 0 Starting a project on the portfolio 2 Enter a name for the Portfolio ltem and the objective and remarks optionally 3 Assign a Project Manager to the new portfolio item in case the portfolio item is converted to a project later on the project will be automatically assigned to the project manager specified here 4 Do not start a project an Initiative is just an idea without an actual project being underway 5 Click on OK to create the portfolio item Note in case an existing Project needs to be associated with the newly created Initiative then please follow the steps above followed by the instructions in Modifying the project reference 89 Starting a Project when creating an Initiative 1 Follow the same procedure as when creating an Initiative see above but choose for Start Project when entering the details 2 Next choose the Project Model the new project should be based on and choose a Programme the new project will be made part of 3 The new project will automatically appear within the Project Management module The Project Manager will have full access to the new project and can start entering a plan and team members as required Add Project Portfolio Management Project Portfolio Management Properties Name Objective Remarks by Owner Project Manager Henk Visser oe Start Project Start Project Projec
156. fining custom Helds oiia Ic celicet et a a ee aea Taia a 159 2 UU A E E 160 License key and carrying out updates sssssnssnunnunnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn ennemin nnmnnn nnmnnn 161 Applying fora license ita 161 Request for additional user liC6nSeS scsseccecesesccgsccssnsacannaseacgscecaectvancbareepeneostanacapatasaensoutanteascescascseqcaomacnaceecwenes 161 Renewal of an outdated license Key annie ere a E NA a a AEE 161 2015 Fortes Solutions BV Contents 7 Sas Ann S 162 Updating the PP E E a sede 162 Us r administration aiii 163 nn E naan namsedawg aeeeoseemoee 164 Advanced ODIOS tii a 165 System SOMA S ics desectesh oe cecct Gute tee ten A 167 Part VII Troubleshooting and Solutions 168 T TOUS oun e n aaa A sane ceundobuaupeueecsantevcunecedeesacestaes 168 Index 170 2015 Fortes Solutions BV Principal Toolbox 6 0 1 1 Introduction to the Principal Toolbox Principal Toolbox offers a powerful set of tools for the management of your projects programmes and portfolios PRINCE2 support for projects is offered in project models and in the way processes are supported by the Principal Toolbox by default Customising Principal Toolbox to follow the processes of your own organisation is easily accomplished This manual offers a comprehensive guide explaining how to use the Principal Toolbox In the application itself the context sensitive hel
157. format Excel merge templates must be based on the basic template which contains required macro s Click on the Download Template button to download the template For a list of keywords click on the Keyword List button Templates Add Download Template Keyword List Open Template Remove Show History Update Name Description A Project_Reportv2 xis gg Highlight_Report rtf Revision Published Publisher Merge Progress Report v1 4 09 Apr 2010 Erik Aalbersberg v Highlight Report v14 20 Aug 2010 Erik Aalbersberg Y Click Edit at automated reports to manage reports within a project or project model 2015 Fortes Solutions BV 128 Principal Toolbox 6 0 eneral Product Highlight Reports y On product pages templates for automated reports can be added as well Within programmes project lists On the dashboard at the section Automated reports Dashboard Project list Quality and Organisation projects y Automated Reports Edit gg Project Repot o LOLAS Reports Project Models Timeline Reports Automated Reports on a programme In the next sections you will find more detailed information about creating and managing automated reports 4 1 1 Automated Word reports Note Word reports are based on templates that have to be saved as Rich Text Format rtf files 1 Go to the dashboard and click the button Edit in the Automated report header or
158. ge the product which is affected open the issue and select the appropriate product in the pull down menu at Product Note The owner of a log item are able to change all information of that log item The project manager and project support can change all information of all log items at any time 2015 Fortes Solutions BV Functionalities 63 Properties History Issue 7 Bug found in version 7 Save Cancel Description Bug found in version 7 Owner John Edwards Type Off spec Creator Gerard Mesen Status v Create Date 04 Jul 2005 Priority Wow Product Plan item Pilot Preparation Work Package Due Date 01 Apr 2010 Remarks an a TAN Project start up Decision Assigned Initiation Stage Authorisation 3 Project Brief Project Mandate Project initiation Initial Business Case Project Authorisation Project Initiation Document v Actions Nr Name Description y Owner Related To Due Date Remarks by Owner 10 Communicate with customer about bug 0 Yung Ji Lao 7 Bug found in version 7 solving status 9 Please try to reproduce 0 Jeroen van Bameveld 7 Bug found in version error 7 Discussions Creator Date Message Documents files links text Name Description Revision Published Publisher Adding an issue History log For every log item there is a history tab available This shows history information for tracking who has done what Properties History I
159. gramme level they are available to the programme manager You will need sufficient rights on your computer to run Excel macros Using an Excel Report To generate an Excel report you can click the report name on a programme project list dashboard or on the project dashboard In the example below the available Excel report is shown and can be clicked by the user Project Apollo project FORTES EA Automated Reports gg Progress Report 3 Highlight Report Automated reports on the project dashboard When the Excel report is downloaded the following message is shown to you by your browser Do you want to open or save Project_Reportv2 xls from asp fortes nl Open Save y Cancel In this dialog click Save and select an appropriate location for the template Then click Open to open the report in Excel Saving the report first ensures that the Excel file will be opened correctly If opened directly the required support macro s included in the Excel file will not be started Note always Save an Excel report before opening it When opening the file in Excel the data is automatically refreshed with the currently available data 2015 Fortes Solutions BV 132 Principal Toolbox 6 0 4 1 2 2 x id D gt e celClient 14 Compatibility Mode Microsoft Excel File Home Insert Page Layout Formulas Data Review View Add Ins Acrobat a Q o ep ses Contribute Open In Contribute Publish To
160. gure below Edit Project Plan Save Cancel New workpackage New spec product New man product New man product Copy products Specialist Management Work packages Work packages Project plan a Project Mandate Work 3 Project Brief p Initiation Stage Plan Initiation Stage Authorisation Initiating a Project Business Case Project Initiation Documentation PID Next Stage Plan Project Authorisation To rename double click on item To permanently remove it drag them into the trash Execution Stage 1 Work Package 1 Product 1 1 Highlight Report End Stage Report Next Stage Plan Next Stage Authorisation Execution stage 2 Whe Work Package 2 M Product 1 2 Product 2 1 Product 2 2 Highlight Report e Deleting a work package 1 drag it from the left part to the right hand part of the window 2 Drag it from the work packages tab onto the garbage bin 3 1 2 2 5 Planning products Stages are edited in the Edit project plan window Before starting any action go to this window from the project dashboard product breakdown tab or plan tab by clicking Edit project plan Defining new products You can find an explanation of creating a product breakdown 32 in the appropriate section The definition of management products works in almost the same manner Drag New man product onto the right hand part of the window Use the blue management products for products of the project manager
161. ht and click Add at a specific role to assign them Use the search option to easily find a specific user 2015 Fortes Solutions BV Functionalities 45 Depending on your system settings this page shows you either the project manager project board and team members or it shows all PRINCE2 roles i e Senior supplier project support project assurance etc This can be changed by the system administrator Add project members Project managers Available users Select project members Q Erik Aalbersberg lt Add Albert Swank Project Manager s an users Arjan van der Laan Peter Cole Remove gt H nk Visser lt Add Albert Swank Arjan van der Laan Herman Mulder Remove gt Erik Aalbersberg Ivo Rings Henk Visser Project board Peter Cole Project Support Herman Mulder Jan Jansen Richard de Groot Ivo Rings Jeroen van Barneveld Ruud Peltzer eA poner ON John Edwards Ruud v Weerdenburg Remove gt John Edwards lt Add Thaman Wirdum Peter Cole om Maassen Richard de Groot Remove gt Yung Ji Lao Project Board Executive Ruud Peltzer John Edwards Ruud v Weerdenburg lt Add Samuel Davies Support Administrator Theo van Wirdum Tom Maassen Project Board Senior User Yung Ji Lao Erik Aalbersberg Remove gt Project team members Samuel Davies Support Administrator Add Remove gt lt Add Project Board Senior Supplier Yung Ji Lao Remove gt lt
162. i Project Authorisation 15 Feb 201 7 15 Feb 201 Execution stage 22 Jan 2013 11 Mar 2013 Work Package 1 22 Jan 2013 28 Feb 2013 O i i Product 1 18 Feb 201 7 28 Feb 201 i Product 1 1 22 Jan 201 22 Jan 201 i i Product 1 2 22 Jan 201 22 Jan 201 E Work Package 2 22 Jan 2013 22 Jan 2013 a Costs Q Add Financial Category Summary Graph Budget versus Planned y Financial Category Budget Planned Nov 2012 Dec 2012 Jan 2013 Feb 2013 Mar 2013 Apr 2013 Peed fed 1 Se Ses et a ees Sass rd 1412112814 44 18 25 4 e a es A 82 052 2212 Summary 3 500 1 050 1 1 Plan costs with the Generic PRINCE2 Planning Model Note by default the project budget is captured on the portfolio and will only be displayed on the project This depends on the financial configuration on the portfolio Capture planned costs 2015 Fortes Solutions BV 82 Principal Toolbox 6 0 3 1 6 3 1 Go to the tab Costs and click on n Planned Costs Edit Omega Project El Project start up 2 Double click on the Gantt in the je Project Mandate column Planned Costs The planned j Project Brief costs can be captured per product on Initiation Stage Plan the Gantt bs Initiation Stage Authorisation El Project initiation e Project Initiation Document PID i Next stage plan 3 Click on Add financial category a 4 Select the requ red fi nancial Project Initiation Document PID
163. ial overviews can be configured in many ways to suit different needs Please check Financial configuration 99 for more details on how to configure the financial overview Dashboard Properties Financials Portfolio Gantt Documents Archive Portfolio Portfolio Division DE Finance Configuration Set Current Period The finance overview for the portfolio shows information on budgets actuals and commitments as well as the latest forecast The overview shows the financial information for the current financial period as well as the preceding and succeeding periods if configured The current period can be set using the Set Current Period function Note that the project totals summarise all available information no restriction on dates Finance Edit Y Project Totals Y Preceding Period Y Current Period Y Time scale columns y Succeeding Period Select columns to display FF Reserved y Budget y Actual y Forecast y EAC 7 Estimate 7 Variance Preceding Period Project Totals lt Jan 13 Jan 13 Feb 13 Mar 13 Tyg Project gt Category Forecast si Last Publis Budget Actual Forecast EAC Budget Actual Budget Actual Forecast Budget Actual Forecast Budget Actual Forecas Filter by H Apollo 9 H Minsk fe Venus 0 E Zeus 2015 Fortes Solutions BV 94 Principal Toolbox 6 0 The financials overview on the portfolio 3 2 2 3 4 Notifications Email notification U
164. icense key and carrying out updates Under the heading License key on the Settings page you come across a number of options Request license key 161 Request additional user licenses 161 Renew expired license key 161 Enter license key 162 Update software 162 Applying for a license key If you have carried out the installation yourself and then arrived at the Settings page it is necessary to request for a license key at Fortes Solutions 1 Go to the Settings page 2 Click the link Request license key 3 Fill in the following information Customer Name Company name Purchase order Code received in letter sent Machine ID Filled in automatically 4 By clicking the key Create e mail a message or mail is made which you will need to send Within one work day you will receive a license key from Fortes Solutions Request for additional user licenses The license you received is based on the number of users named in the Principal Toolbox If you have reached the maximum number of user licenses you cannot make any new users With the option Request additional user licenses you are able to increase the number of existing licenses 1 Go to the Settings page 2 Click the link Request additional user licenses 3 Fill in the following information Purchase order Code received in the post or if your first request for more licenses you can fill in unknown or New User Limit Here you can fil
165. ick the Custom level button In the Miscellaneous section set Launching applications and unsafe files to enabled On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Scripting section set Active scripting to enabled 2015 Fortes Solutions BV 170 Principal Toolbox 6 0 Index A Action log 68 Active stage 18 Add custom fields 159 Add project 31 Add resources 103 Add stages 34 Add work packages 36 Adding data 18 Adding documents 59 Adding products 32 Adding stages 32 Advanced customization amp Workflow 152 Advanced Settings 167 Allocating resource 102 Appointing skills 103 Approval 53 Approval of hours 53 Approvers 52 Archive 13 71 Archiving 71 Assign non project activities 106 Assigning approvers 52 Author 15 Automated reports 55 128 130 Availability 106 B Baseline 42 Breadcrumbs 10 Budgets 46 Built in views 23 C Change log 67 Changes 62 Changing data 18 Chart 136 Colours 18 Column selection 21 Column width 21 Conditional Formatting 142 Configuration 154 Conflicting dependencies 18 Copy to clipboard 54 Costtypes 46 Costing 46 Create stages 34 Create work packages 36 Creating model 75 Creating project model 75 Creating projects 31 Current 42 Custom fields 159 Custom page layout 152 D Define project plan 32 Defining portfolio 85 Delete stages 34 Delete work packages 36 Deleting
166. ide You could consider the right hand side a temporary storage space for products not planned for delivery This can be useful when templates or helpful texts are present you don t want to lose e Creating new stages work packages products is done by dragging them from the top of the window into either side of the window Any of the items shown below can be dragged onto the project plan New workpackage New spec product New man product New man product Copy products Important when placing an item check your mouse pointer A black line must show to create a new item If no black line shows at your mouse pointer move your mouse around until you see it appear e Creating new specialist products drag them onto the product list The tab Specialist will come to front if it wasn t Drop the new product when you see the black line appear e Deleting items only products work packages which are not used in the project plan i e not present in the left half of the window can be deleted Deleting items is done by dragging them onto the trash can in the upper right hand corner e Select multiple items at once by clicking the first then click the next item while keeping CTRL or SHIFT pressed CTRL lets you select multiple items one by one SHIFT will select all in between lying items at once e Deleting stages is done by dragging the stage directly onto the garbage bin Products and work packages present in the stage are retained on the righ
167. in the project allocation for resources based on the project plan and or request Allocated gt Available Allocated lt Available Request or Planned gt Allocated Weeks Unit Planned gt Request Colouring on project row indicates that one of the underlying resource skill rows has a matching condition Request amp Allocation per Project Toggle J Planned Request y Allocation Remaining 31 02 08 2 2 Projects gt Resources Skill Filter by resource Filter by skill Resources Summary 82 pu Ba on Apollo Project 57 e Erik Aalbersberg Project Manager IC 20 e Ivo Rings Software Developer 23 i eee John Edwards Software Engineer 10 E bs Peter Cole Software Developer 4 mu p j Venus Project 25 Overview of the entire resource pool Available 32 09 08 Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Pla 88 S NBS 82 57 20 23 10 4 25 2 OL 64 88 39 10 20 15 20 10 22 4 26 33 16 08 86 61 20 27 10 4 25 36 64 Add Remove Resources Hours changes are spread out over period Mode 88 SRS 34 23 08 88 SRS 35 30 08 138 92 152 R 8s 36 06 09 158 112 152 R 66 Edit Timeline Settings Automatic Recalculation 37 13 09 148 102 16 22 52 12 46 148 Edit 152 R 38 2 Note The columns with planned requested and all
168. ings The administrator can simply control the Principal Toolbox via the Configuration page and the Settings page In order to access the Configuration page you need to click Setup in the dark blue header of the Principal Toolbox application and select Configuration To access the Settings page you need to click Setup in the dark blue header of the Principal Toolbox and select Settings These functions are initially only available to users with administrator rights Home Portfolio Management Organisation Resource Allocation Time Entry Import Export Help Support Setup Home Portfolio Management Organisation Resource Allocation Time Entry Import Export gt Help Support Setup Configuration Settings Pick a subject on the left hand side to configure License key and updates Module versions e e Principal Toolbox 60 0 1 22 Jan 2013 build 6207 Prinapa j MS Project Client 220 build 6207 License dto Principal Toolbox License vali id until 31 Dec 2013 Maximum number of users 150 24 used y status unnin oy nses Setup page Settings page On the Configuration page you can find several configuration options such as non project activities and custom fields In the middle of the Configuration page you can see the information of your current license Underneath are options to alter the license key and the version type Setup On the Configuration page you can
169. ings The steps to configure each approval process follow below Approval by project manager only 1 Navigate to Setup Configuration Time Entry Settings and set the setting Allow project manager to approve hours to Yes 2 Open one of the project models and on the dashboard press Edit Properties 3 Within the section Time Entry tick the box for Approval of project hours by project manager 4 The project manager will now be able to approve hours by project To do so the project manager opens a project navigates to the Resource Management tab and opens the Approve Hours screen The project manager will get an overview of all the hours that have been submitted against the project and which require approval A similar overview but then across all projects can be found on the project manager s dashboard on the tab Approve Hours Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Reports Guide Plaza Project Juno Project Select applicable lines below to approve or reject the hours Approve hours Approve Reject Waiting for approval v View Options ci Resource a Product Activity a Start Date a Mon Tue Wed Thu Fri Sat Sun Bmarks by Owner Remarks by Approver s 45 Erik Aalbersberg Highlight Report 07 Nov 2011 2 Erik Aalbersberg Product A 07 Jan 2013 400 400 5 00 Approval by line manager only In case a line manager needs to be able to approve timesheets the
170. ion Revision Published Publisher Approval Status Review Requester 03 P10 rtr PID 1 15 Feb 2013 Erik Aalbersberg Approving a document The reviewer needs to review the document and approve or disapprove it The documents which need to be approved can be found at the reviewers Home page 1 Go to your Home page Here you will see all documents waiting for approval Approval Entries rejected Document Location Status Approver Requester Due Date Remarks by Owner Project_Initiation_ Document Project Initiation Document Rejected Erik Aalbersberg Erik Aalbersberg 06 Apr 2010 2 Click the Product name to open the specific Product page To review the document click the document name 3 After the review you need to Approve or Reject the document by clicking the appropriate button approve Ree Anew window will appear where you can insert remarks 4 Click OK to finish the approval procedure And the status of the document will change to Approved or Rejected 3 1 3 4 4 Adding minutes of meetings Fast consultation of the minutes of meetings can be very useful for the project team members and makes the dissemination of minutes and diary dates unnecessary 2015 Fortes Solutions BV 62 Principal Toolbox 6 0 In the logs section on your project dashboard you find a link for Minutes of meetings Here you can keep all of the meeting reports and appropriate documents 1 Go to
171. is tab you can add Predecessors from your project and from external projects Click Add to select one or more Predecessors Then select the project and the product which are the Predecessors and define the type of relation options are Note only predecessors can be defined This way a project manager cannot make another 2015 Fortes Solutions BV Functionalities 49 project dependent on his or her own project To define successors the project managers have to cooperate 4 The type of the dependency and the lag delay can be modified on the main page Lag is a delay between products that have a dependency For example if you need a two day delay between the finish of one product and the start of another you can establish a finish to start dependency and specify two days of lag time 8 Principal Toolbox Demo Windows Internet Explorer provided by Principal T Cca Eh E Add a predecessor to the current product Project Initiatie Document PID The possible predecessor dependency types Finish to finish Predecessor must be finished before current product can finish Finish to start Predecessor must be finished before current product can start Start to finish Predecessor must be started before current product can finish Start to start Predecessor must be started before current product can start Select a product Project opstart Project Mandate Project Brief
172. istory of draft entries after approval Time Entry Configuration with planning item filters 5 Fill in the following information 2015 Fortes Solutions BV Functionalities 117 Name Name of the time entry configuration Description Description of the time entry configuration Pre selected Planning Item Filters Select which products will be automatically available for time entry Every option contains filters that will determine which products will be displayed on the timesheet The following options are available Show all products by default Only show the products with a budget With budget Only show the products with a budget and in progress With budget and in progress Only show the products with an owner assigned With ownership Only show the products with an owner assigned and in progress With ownership and in progress Show all products activities with the field Pre selected on Timesheets selected on the product page By selecting this field on all products it is possible to determine per product wether it should appear on the timesheet Selectable Planning Items Select which products can be selected on the timesheet by the users The same options are available as described above Show fields on time sheet ci Approval e Product field read only select which information about the product will be displayed on the timesheet i e the number of risks the number of issues etc
173. istrator Setup amp Settings 154 Managing resource availability The resource availability can be managed by the resource manager 1 To edit availability of resources in a resource pool click on the name of the resource pool 2 Click on the tab Resource Availability A grid with the allocated hours remaining hours and available hours is shown 2015 Fortes Solutions BV Functionalities 107 Da Resource Pool Resource Pool IT Horizon 3 Start Date Scale Weeks Unit Hours changes are spread out over Mode Automatic O Fill in the availability for resources and their allocation to non project activities NPA s Allocated gt Available Allocated lt Available Availability amp NPA Allocation per Resource Save Cancel Toggle y Allocation y Remaining Y Available amp 35 30 08 36 06 09 37 13 09 38 20 09 39 27 09 40 04 10 41 11 10 Resources gt NPA Primary Skill Secondary Skill s Allo Rem Avai Allo Rem Avai Allo Rem Avai Allo Rem Avai Allo Rem Avai Allo Rem Avai Allo Ren Filter by NPA gt re Erik Aalbersberg Project Manager IC Consultant Jr Consultant Sr Proj 40 40 40 40 40 40 40 40 40 40 40 40 40 ce Ivo Rings Software Develope 40 40 40 40 40 40 40 T l John Edwards Software Engineer Software Developer H Peter Cole Software Develope 80 80 80 80 80 80 80 80 40 40 40 40 40 4 mW p shboard Properties Request amp Allocation Projects Availability Resources
174. items The log is selected by clicking the name of the log Automated reports A list of all automated reports 127 available within this project My to do list Overview of the actions that are assigned to you and their deadline By clicking an action you obtain the additional information PRINCE2 Here you see the PRINCE2 process model on which your project is based upon The stage your project has reached is highlighted yellow stage and you can quickly go to the details of a stage by clicking a stage Product list Here you find the product planning concerned with the various stages and work packages Functions at project level Here you can compose the project team Edit members edit the general project information Edit see point 2 use the search function make a print of the current page inform the project members by email and export key project information to a zip file Pack project offline See the section about pack project offline for extra information Edit plan With the Edit plan button you can design and modify your project plan Furthermore you can 2015 Fortes Solutions BV Functionalities 29 produce a product breakdown structure here See section product breakdown 337 N 2015 Fortes Solutions BV 30 Principal Toolbox 6 0 3 1 2 Planning a project Project planning within the Principal Toolbox can be done by following these seven st
175. ive Remove Status Status Description Add Project Manager s Project Board Executive Remarks To add a new section drag one A ORIO VOLAR OR EOE from the available sections on the nght to the page layout on the Planning im left After that you can add fields eel ee IO II i II II r SN from the available fields section Start Date Planning Status Selita Re ea A A 1 From the available fields section P ns ai US SE AT click on a category title and drag O a it to the page layout to add a 7 i complete category of fields as a ER A E AS E A new section To remove a section click on it s Hours O i trashcan icon To remove fields Hours Budget Hours Status simply drag them out of the a oa SS OSO Oo SOE section A ii er Costs Actual vi P Save Cancel Layout Components Available Page Components Page section Grid Available Fields Baseline Current Baseline Final a Capacity planning IT Capaciteit By dragging fields and page components from right to left a new page layout can be defined 5 Press the Save button to save the new page lay out 6 Besides the Properties section the Finance section can be customized separately Please refer to Financial Configuration 99 for more information 2015 Fortes Solutions BV Functionalities 97 3 2 3 3 Field configuration Fields and properties which are used on the p
176. keyword the keyword can be inserted in the Excel file on location B2 Note that when inserting the keyword the keyword is replaced with the actual data 2015 Fortes Solutions BV Automated Reports 135 immediately During this process a dialog appears showing the progress of the operation Now insert a view table of date in the template by selecting a keyword related to views In the example below the view on open issues is inserted Rd gt qe f ExcelClient 15 Compatibility Mode Microsoft Excel iio File Home Insert Page Layout Formulas Data Review View Add Ins Acrobat aod zZ Contribute ct Open In Contribute Publish To Website Post To Blog Principal Toolbox Principal Toolbox Report mi insert Chart Based on PT Data E Insert Pivot Table Based on PT Data A M 2 Principal Toolbox Template Show Hide Keywords 2 Refresh PT Data W Open Keyword List Save as PT Merge Template Menu Commands Custom Toolbars fe Priority Quality and Organisation projects Priority Stara pescriptior Document Type Decision Owner Product Plan item Due Date Remarks Normal Closed 10 0 Open Erik Aalbersberg Normal Closed 9 0 Gerard Me Project Initiation Document Low Open 8 Slow Interr 0 Issue Open Samuel D Pilot Preparation Work P 23 4 2010 Contact IT to find out why Critical Open 7 Bug found 0 Off spec Assigned John Edwe Pilot Preparation Work P 1 4 2010 Try to reproduce the error to find the bug High O
177. kiadas c PE celClient 16 Compatibility Mode Microsoft Exc Home Insert Page Layout Formulas Data Review View Add Ins Acrobat cs s mtr e HE JE EA a By 2 F Delete ME Paste NES og ad 1 9 lt 9 300 Conditional Format Cell E Sont amp Find amp Formatting as Table Styles SJ Format 27 Filter Select Clipboard m P P Number a Styles Cells Editing Nr Description Status Chance Severity Priority Impact 3 Stormy weather in Carribean Open Normal High Critical 10 2 Technical failure of pumping Open High Medium High 25 1 Technical problems Open Normal High Critical 25 251 Format all cells based on their values Format only cells that contain Format only top or bottom ranked values Format only values that are above or below average Format only unique or duplicate values Use a formula to determine which cells to format Edit the Rule Description Format values where this formula is true IF H7 gt 10 TRUE FALSE ada AaBbCcvyZ2 Report Data 783 ox cams EB 10 Apply conditional Formatting In the picture above the row below the data is selected to apply the conditional formatting to Note that this row is considered the store for formatting and calculations to be applied to the table data For this row the conditional formatting is set The formatting is set as a formula to apply the formatting t
178. l 0 00 636 00 636 00 Actual 3 000 00 50 870 00 53 870 00 Pilot Preparation Work Package ini ining p ge Remainin g ca 0 00 0 00 Remaining one 0 00 0 00 gt 262 2 s A Requirements report 2 100 00 0 00 262 50 2 000 00 162 50 Variance 164 00 Variance 21 370 00 Database configured 0 00 0 00 0 00 0 00 0 00 Se S 2 100 00 0 00 262 50 2 000 00 162 50 Pilot Workpackage s Planning ilot evaluation 2 400 00 2 400 00 Percentage Complete 5 17 400 00 0 00 0 00 17 400 00 0 00 it Reports Next Stage Plan 0 00 0 00 0 00 0 00 0 00 Cost Hour Entries listing Edit New Cost Hour Enty amp 3 ga Allentries View Options o Next Stage Authorisation 0 00 0 00 0 00 0 00 0 00 Description Type Approval Status Hours Owner Creator Book Date Remarks by Owner 49 500 00 0 00 262 50 19 400 00 162 50 Support Actual Approved 10 00 Erik Aalbersberg Erik Aalbersberg 09 Apr 2010 Ll Tech Data Actual Approved 2 00 Erik Aalbers berg Erik Aalbersberg 09 Apr 2010 Using description above gives an overview of your project costs and hours in tabular form If you want to keep track of history or the construction of the numbers on the page the Principal Toolbox has the option of cost and hour entries If these are available within your organisation you will find a section costs hours listing on each product page on the Cost Hours tab as shown below See the section working with cost entries for more information sts amp Ho
179. l best practices Models An overview of the project models within the programme Archive Archived projects and project models within the programme 2 List of projects and programmes when applicable Gives an overview of the projects within this programme A number of figures are presented that enable you to get an overview of the pr oject status The traffic lights used for the planning hours and costs are defined by the tolerances 56 set by the programme manager 2015 Fortes Solutions BV Basics Principal Toolbox 15 2 4 3 Programme information Some information regarding the specific programme name objective and status 4 Logs On programme level the following logs are available for use issue risk and daily action log A counter is displayed for each log indicating the number of items there are for each log and if there are new items The log is selected by clicking the name of the log 5 Report Creation of reports views about all projects and products within this programme 6 Functions at programme level Here you can make the Programme dashboard available to users 151 Edit members change the text and the logo of the dashboard Edit Properties send an e mail print the current page use the search function The programme manager can also setup the tolerances 5 for the planning hours and costs of all projects with this programme by using the Edit Tolerances butto
180. l in the number of users that you really need 4 By clicking the key Create e mail a mail is then made which you are required to send As soon as the extra licenses are approved you will receive a new license key from Fortes Solutions Renewal of an outdated license key If your license has expired you can request a new license using this option 1 Go to the Settings page 2 Click the link Renew expired license key 3 Fill in the following information 2015 Fortes Solutions BV 162 Principal Toolbox 6 0 6 2 1 4 6 2 1 5 Purchase order Code received in the post or if your first request for more licenses you can fill in unknown or 4 By clicking the Create e mail key a mail will be made that you will need to send Within one working day you will receive a new license key from Fortes Solutions Setting up the license key After making a request for a license key in one of the ways shown above you will receive the necessary information by e mail This license key then needs to be activated in the Principal Toolbox 1 Go to the Settings page 2 Click the link Enter License key 3 Fill in the following information Name Name of the organisation Fill in the exact name as written in the e mail Key The license key from the e mail 4 Then click OK whereupon the license key will be activated You will be required to restart system in which the Principal Toolbox runs once again In some
181. l product When done by individual product it s called a demand rather than a request Depending on the organization s requirements one of these planning processes can be chosen or a hybrid model can be used 3 3 2 1 Requesting resources Before a project manager is able to request resources from a resource pool a pool or multiple pools have to be linked to the project 1 Go to the project and click on Edit Properties A pop up will appear where you can link a resource pool to a project 2015 Fortes Solutions BV Functionalities 111 Edit Project Properties Name Venus Project Objective Realisation of the Venus Status Green w Status Description Project Color a References as Q Selected Resource Pool s Resource Pool Database Resource Pool IT Add a resource pool to the project 2 By using the lt lt the project manager is able to add more resource pools 3 Click Ok to save your changes The project manager is now able to request resources from the resource pool 1 In a project navigate to the Resource Management tab section Resource Allocation In the Request Allocation section a grid is shown with planned requested and allocated hours Blue cells indicate resource requests that are not yet fully fulfilled with allocated resources by the resource allocation manager Note The columns with planned requested and allocated hours can
182. laced adjacent to the table of data from the keyword itself the extended data can also be used for Pivot tables and charts see the appropriate help pages for more information 4 1 2 3 2 Apply Conditional Formatting Conditional formatting allows to alter the visualisation of data depending on value conditions of the data For example when the data represents a number and the number is above a certain level the colouring of the data may turn red The conditional formatting is standard Excel functionality and can be applied as is on single cell data like the status field of a project However for tables of data based on views in the Principal Toolbox it is more complex The data in the Excel client reports as provided by the Principal Toolbox has a dynamic behaviour The number of rows of data may change in time and or the location at which the report is used This behaviour makes the conditional formatting and other advanced options a bit complex as it has to be configured such that it works independently from the number of rows in the table To explain the proper way of configuring conditional formatting using the Excel reporting functionality consider the example as given in the topic regarding extending the report data 140 Now we will add formatting to the rows that have an impact that is greater than equal to 10 If so the text in the row will turn red 2015 Fortes Solutions BV Automated Reports 143
183. lan update 01 Mar 2013 0 00 t fe eA y Page 60f7 Words 630 xs Dutch Netherlands See Automated reports 127 for more information 3 1 3 3 4 Setting tolerances Tolerances are used to monitor project status At the start of the project the project manager and project board agree on the tolerance for the project Tolerances are the allowed deviation in time quality costs and hours from the planned values When a project exceeds the agreed tolerances according to project management methodology it needs to be reported to the project board In Principal Toolbox this can be made visible with the RAG indicators on any programme dashboard Note tolerances need to be set for each project list and programme separately They are not inherited from higher levels Tolerances can be set by a programme manger for the programme project list as a whole and for projects separately To set tolerances click Edit Tolerances on the programme dashboard Projectmanagement gt IT Department gt IT Change projects Dashboard Properties Gantt amp Dependencies Documents amp Knowledge Models Archive Project list IT Change projects Edit Properties Edit Members Edit Tolerances JEditWidgets MWH A Q 2015 Fortes Solutions BV Functionalities 57 Programme and Project Tolerances Close Set tolerances Enter the tolerances for the projects in this programme project list The default tol
184. lanned J Request y Allocation J Remaining Available 31 02 08 32 09 08 33 16 08 34 23 08 35 30 08 36 06 09 37 13 09 38 2 Projects gt Resources Skill Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Pla Filter by resource Filter by skill Resources Summary 82 64 88 82 64 88 86 64 88 64 64 88 138 152 158 152 148 152 w Ba oe Apollo Project 57 39 57 39 61 39 39 39 92 112 102 Erik Aalbersberg Project Manager IC 20 10 20 20 10 20 20 10 20 10 10 20 16 40 16 40 16 40 e Ivo Rings Software Developer 23 15 20 23 15 20 15 120 15 15 20 22 40 22 40 22 40 see John Edwards Software Engineer 10 10 22 10 10 22 10 10 22 10 10 22 32 32 52 32 52 32 Peter Cole Software Developer 4 4 26 4 4 26 4 4 26 4 4 26 22 40 22 40 12 40 u BY E Venus Project 25 25 25 25 25 25 25 25 46 46 46 62 64 62 64 36 64 64 64 138 158 145 4 WH p The planning board is used to manage the requests for resources Note the columns with requested allocated remaining and available hours can each be hidden by toggling the checkboxes Note using the button Edit timeline settings the period covered by the planning board and its resolution can be changed 3 Press the Edit button in the Request and Allocation per Project section of the screen to edit the allocation of resources Use the sign to check the details per individual resource on a project By expanding the Res
185. lbox and can be used to show table structured overviews of the different entities in the tool for example products risks issues or cost entries e Timeline reports displays an overview of data across a period of time For example the costs per month over the duration of the project or the number of hours a resource has been allocated to the project for the next period More information on setting up timeline reports can be found in Timeline reports 144 3 2 2 3 2 Requesting reports The Portfolio Management module allows one to introduce a periodic reporting cycle The report is requested from the Portfolio side and appears on the project where the project manager can fill it out Once the Project Manager publishes the report it updates the information within the portfolio which allows the portfolio manager to stay up to date with the project status For setting up such a report model please refer to the section The reporting model 95 When a report model has been set up it can be used to request status information on the projects that are part of the portfolio Requesting a report To send a reporting request to the project manager please follow these steps 1 In the opened portfolio select one or more projects portfolio items linked to projects Selecting more than one project at a time can be achieved by using the shift or control button while selecting Once selected press the Send report request button A window will app
186. like the project plan highlight reports etc The green management products are meant for the project board e g project authorisation next stage authorisations etc New man product New man product Adding products to the project plan Products are always added to stages and optionally to work packages To plan products simply drag them from the right hand side of the window to the correct position in the stage or work package Click the specialist tab for products that are part of the product breakdown Management products are found on the management tab Products which have been placed in the project plan are grey in the product breakdown overview or the management products overview The way to set planning dates for your project is described in the chapter planning product milestones 391 Hint check the use of colors of products etc in section the use of colours within projects 18 Making a product mandatory It is possible to make products mandatory This means that a product is set in the project plan A project manager is not able to change or delete the product When a project manager wants to change the project plan the mandatory products are highlighted with a small lock This immediately shows 2015 Fortes Solutions BV Functionalities 39 3 1 2 3 which products are mandatory Edit Project Plan Save Cancel New workpackage New spec product New man product New man product
187. lity and Organisation projects fm This Gantt shows projects and their products with inter project dependencies or high priority Subprogrammes are included with their start and end date Timescale Quarters x Feb 13 gt A O EE AE A AN a a 26 a o ir rr A JO SEO CEI 0 Quality and Organisati l l l l i i l i i l j l Requirements report Juno Project Venus project Roadshow Zeus Project Project Mandate Dependencies on the programme Gantt If for some reason the Office relocation project is delayed or planned later the Gantt will indicate that there is a problem with the planning Dashboard Properties Gantt amp Dependencies Benefits Monitor Documents amp Knowledge Models Archive Project list Quality and Organisation projects a da y This Gantt shows projects and their products with inter project dependencies or high priority Subprogrammes are included with their start and end date Timescale Quarters x CI E gt A AAN pS AAA O _ ee TC CC 27 13 TA A E AS Quality and Organisati Apollo project Requirements report Juno Project Venus project o Roadshow Zeus Project O Project Mandate Dependencies on the programme Gantt 3 1 2 8 Requesting resources The Project Manager is able to request resources to staff his project Resources can be requested as skill or if the project manager has a specific preference as named resources Before a p
188. llow external users as time entry group members Products shown automatically on time sheets Product Membership Products from active stage only Products from all stages Product Budget iv Products from active stage only Products from all stages Free product selection Allow free entry on projects Allow free entry on non project activities Show fields on time sheet Product Field read only Entry Field selectable in time sheet Approval Auto Approve on Submit Create draft entries on request approval Products appear on time sheets when an hours budget has been set on those products v r Required to be set Replace draft entries after approval Keep history of draft entries after approval Time Entry Configuration 2015 Fortes Solutions BV Functionalities 115 3 Fill in the following information Name Name of the time entry configuration Description Description of the time entry configuration Product membership Select which products will be automatically available for time entry Product budget Select which products will be automatically available for time entry Allow free entry Select if users may select products free 4 Click Save to store the time registration configuration 5 Now you can close this dialog by clicking Close Time entry configuration with Planning Item Filters Another way to create a time entry configuration is
189. llow you to create and edit your own automated reports Principle of automated reports Automated reports use keywords that are replaced with data from the Principal Toolbox database This can be either simple content of fields like a project name and a start date or complete tables These tables are the views either pre or self defined at various locations in Principal Toolbox The keywords which include references to the views can be found in the Keyword reference When clicking a keyword it is copied to the Windows clipboard You can now paste the keyword in your report template After saving the template on your system upload it to Principal Toolbox and the report is available for use Note some applications empty the clipboard when they are started up In this case first open the application and then click the keyword Where to find and manage automated reports Within projects On the project dashboard in the section Automated reports or at a specific product page Automated Reports gg Progress Report 03 Highlight Report Automated Reports Close Automated reports insert Principal Toolbox data into a Word or Excel merge template The Principal Toolbox keywords in the template are automatically replaced by the actual content data on generating the report Select a merge template or normal document link to upload Please note that Word merge templates can be based on any document but must be saved in the RTF
190. ment meetings general etc You can also add a category for non 2015 Fortes Solutions BV 156 Principal Toolbox 6 0 productive hours like sickness holidays special leave etc Different sets can be defined if different departments use different categories or have different non project activities It is also possible to have multiple non project activity sets active for one group So you could define one set for the entire organisation e g with the categories sickness leave and a separate set for each department with department specific activities Creating non project activity sets 1 In the dark blue bar in the top click Setup and navigate to Configuration 2 On the left side of the screen you will find Configuration click Manage Non project Activity Sets 3 Click on New in the section Non project activity sets to create a Non project Activity Set Home Portfolio Management Organisation Resource Allocation Time Entry Import Export v Help Support Setup Configuration Options t Manage Non project Activity Sets Principal Toolbox Non project Activity Sets Remove All Non Project Activity S View Options Notifications Hours Hours Costs i Name a MS Project integration Objeciva Budget Actual Budget Actual Conversions Niet Project Activiteiten 0 00 0 00 0 00 0 00 Manage Hour Rates Non Activit s du projet 0 00 0 00 0 00 0 00 Currencies Non Projec
191. n 7 List of available project models Gives an overview of the project models available within this programme Permissions and roles Authorisation model The Principal Toolbox allows for two types of users 1 Administrators who get access to everything everywhere 2 Users who get access to entities and areas within the Principal Toolbox by assigning them roles The roles that are assigned to a user determine what access the user has Access can be restricted to various actions like getting read only access or allowing full access including removing items A user can be assigned multiple roles at the same time Below follows an overview of the various roles and the access rights associated with them Roles on enterprise work areas programmes and project lists Enterprise Manager e Create and archive programmes on the enterprise enterprise highest level in the dashboard programme hierarchy e Assign programme manager s to a new programme e Assign programme reader s to a new programme e Manage roles at the enterprise level e Access information of all programmes and projects e Modify picture and text on enterprise dashboard Enterprise Support e Identical access rights as the Enterprise Manager Enterprise Reader e Access information of all programmes and projects e Work area programme project list e Create move and archive projects and project models Manager on assigned level e Work area programme project list e
192. n structure assists in thinking through the result of the project i e the final product The final product of a project is broken down into manageable parts in the product breakdown structure These parts are called specialist products and can be both physical products as well as documents Note Only project managers and project support can edit the project plan Stages are edited in the Edit Project Plan window Before starting any action go to this window from the project dashboard product breakdown tab or plan tab by clicking FS Project Plan The Edit Project Plan window introduction The Edit Project Plan window is divided into two parts On the left hand side you find the project plan i e products that are present in your planning and on the project dashboard On the right hand side you find an area where you can define new products the product breakdown structure and work packages In the Principal Toolbox it is possible to have products defined and not use them in the planning These can be kept in storage on the right hand side of the window See the remarks below for further explanation Three tabs are present on the right hand side of the window Specialist use this tab to define the product breakdown structure with amber colored specialist products Management use this tab to organize the stock of management products e Blue products for the project manager e Green products for the project board e g authoriz
193. n the time sheet you need to request approval This is done with the request approval button The approval request is automatically delivered to the approvers Note only approved hours will be taken into account in the project costs amp hours overview Before approval they are not visible in projects or products If a time sheet has been disapproved it will re appear on your home page with status disapproved To see why it was disapproved open the time sheet and click Status to see any remarks of the dis approvers You can make any necessary changes and request approval again At the section My open time sheets on your home page you will find an overview of your time sheets with the approval status Here you can access approved time sheets Note the view selector on this tab this defines which time sheets are visible For the approver Check the section Configuration of time entry 113 Reporting Within the Principal Toolbox you can make progress information available and generate reports In this section the various options will be presented 3 1 3 3 1 Portfolio reporting add on If and when the project manager is expected to report project status information back to the Portfolio a reporting request will be sent and appear on the project The request is found within the project on a separate tab with name Portfolio Report The report 2015 Fortes Solutions BV 54 Principal Toolbox 6 0
194. name 6 Confirm with Save View 7 Select the new view below default Product Breakdown Structure Next to the Gantt you can define you product breakdown structure On the tab Product Breakdown Structure you can view the results of the changes Define Product Breakdown Structure de Click on the to add a new Proluet Bical oun specialist product A new row will appear Give the product a name x gt Specialist Product Y 2 It is possible to move a product by dragging and dropping the product a a 3 Select the specialist product by EA eee using the v in front of the product El Breakdown 4 Define the hierarchy of the products Er pe Product 1 1 by selecting product and using the 7 gt Product 12 gt gt Product 2 buttons and With Ae Le Product 2 1 you can lower the level with f you E i Product 2 2 can increase it l El Product 3 hn Product 3 1 5 Take a look at the result on the tab E Product Breakdown Structure 2015 Fortes Solutions BV Functionalities 81 Dashboard Properties Product Breakdown Planning Resource Management Documents Portfolio Report Reports Plaza Project Omega Project Product Breakdown Widget Specialist product E Show Unassigned Products a F Assigned Product Unassigned Product Breakdown a Product 2 Product 3 NOO Product 2 2 Product 3 1 Product Breakdown Struct
195. nced inserted and the data refreshed File Home Insert Page Layout Formulas Data Review View Add Ins Acrobat Contribute Open In Contribute A Publish To Website Ff Post To Blog Principal Toolbox Principal Toolbox Report uu Insert Chart Based on PT Data Insert Pivot Table Based on PT Data Es Ej E Principal Toolbox Template Show Hide Keywords Refresh PT Data f Open Keyword List Save as PT Merge Template Menu Commands Custom Toolbars 4 1 2 2 2 Inserting Principal Toolbox Keywords Keywords are used to define which data will be imported from Principal Toolbox into your report These keywords are provided in a context sensitive list the keyword reference This list can be opened from within your Excel template Click the Merge Keywords button on the template toolbar to open a browser window with the available keywords for this template A page like the one below should appear Note that the content of the page may differ per project programme Note if the report is to be used on different locations within the application make sure to only use generally available keywords This is mainly the case with the availability of views A A A a a I e Principal Toolbox Principal Windows Internet Explorer provided by Principal Toolbox Keyword List Lookup the available fields and views and click the link to copy the keyword to the clipboard Paste the keyword in your merge template at the appropriate location
196. ncies between 2 products use Ctrl click Shift click or the Vv to select multiple RON 0 N OO Print the Gantt Determine the scale of the Gantt It is now possible to zoom in or out X e GD gt Solve products Remove a dependency Solve problems arising from conflicting dependencies isl a 2015 Fortes Solutions BV 80 Principal Toolbox 6 0 Set baseline Mo Baseline Sel 1 It is also possible to set baselines Go to the Gantt tab and click on Set 2 Select Initial baseline or Actual baseline and click on Set 3 You can now select the baseline that you would like to display above the Gantt Percentage Completed lt is now also possible to enter a Percentage Completed per item on the Gantt The percentage can be entered by the project manager on the Gantt or by the product owner on the product page The result will be displayed directly on the Gantt with black bars Views lt is now also possible to create a modified view on the Gantt This way you can determine which information will be displayed on the Ganit Define view 1 Click on Edit to edit the Gantt 2 Click on ad and select Columns 3 Select the columns you would like to display by using the v A new or edited view needs to be saved otherwise the view will be lost 4 Click on Save as in the same dropdown menu 5 Select New and give the view a
197. ne t 11 Jan 2013 Y Y Start 27 Jan 2013 27 Jan 2013 28 Jan 2013 01 Feb 2013 15 Feb 2013 05 Mar 2013 28 Mar 2013 15 Feb 2013 11 Feb 2013 24 Feb 2013 11 Feb 2013 11 Feb 2013 05 Feb 2013 Help Support Setup A m 17 Jan 2013 Re TR AI Y Checked Final P DI R a c a 28 Feb 2013 S 2 29 Jan 2013 Y sT s 1 Y 08 Feb 2013 28 Feb 2013 1 03 Apr 2013 1 25 Mar 2013 03 Apr 2013 21 Feb 2013 15 Mar 2013 1 1 02 Mar 2013 15 Mar 2013 15 Feb 2013 O edd The tabs are standard for each project Depending on your organisation s license some tabs might not be available The name of the tab indicates the content of the page 2015 Fortes Solutions BV 28 Principal Toolbox 6 0 Properties Product breakdown Plan Gantt Product Flow add on Activity Planning add on Resource Allocation add on Documents Portfolio Report add on Reports Guide General project information Includes all project properties including custom fields and portfolio information A decomposition of the products realised by the project The tab gives a graphical representation of the breakdown To set milestones and assign resources to the different products Overview of the project s hours and cost Graphical representation of the project products activities and export functionality to
198. nformation within own project Edit project plan planning logs etc Edit project team Set the general status of own project Modify lay out project dashboard Project Board members Executive Senior User Senior Read all information within a project Supplier Add issues to the issue log Team member Read all information within a project except project costs information Add issues to the issue log Roles on products Owner Add deliverables documents to a product Add new log items issues risks changes actions quality reviews related to the product Editing all product specific and custom fields Reviewer Add deliverables documents to a product Add new log items issues risks changes actions quality reviews related to the product e Editing all product specific and custom fields Participant e Add new issues related to the product 2015 Fortes Solutions BV Basics Principal Toolbox 17 Roles on logs issues risks changes actions quality reviews Owner e Change all information in a log item e Assign the log item to another project team member Creator e Change all information in a log item e Assign the log item to another project team member Project Manager and Project Support e Change all information in a log item e Assign the log item to another project team member Roles within Resource Allocation Resource Allocation Manager Has the following rights on all Resource Pools As
199. ng project 75 Moving project model N Navigation 10 New portfolio 85 Non project activities Non project activities 61 36 75 106 106 155 0 Outdated license key 161 Owner 15 44 P Participant 44 PDF 8 Permissions 15 Person details 164 Personal view 21 Pivot table 137 Plan 42 Plantab 40 Planning products 38 Portfolio 8 Portfolio management 83 Primary 103 Principal Toolbox settings 155 Product based budgeting 46 Product based planning 32 Product breakdown 34 Product breakdown structure 32 33 Product page 43 Programme 8 Programme dashboard 14 Programme manager 15 Programme reader 15 2015 Fortes Solutions BV 172 Principal Toolbox 6 0 Progress Planning 51 Project based budgeting 46 Project board member 15 Project dashboard 27 Project management 30 51 71 Project management products 18 Project manager 15 Project model 25 74 Project plan 32 38 Project planning 30 Projectteam 44 Q Quality review 65 R RAG indicators 18 20 Removal of projects 72 Rename products 32 Report 55 Reports over time 144 Requesting resource 50 110 Resource allocation 101 Resource availability 106 Resource management 50 101 Resource manager 101 Resource pool 102 103 Resources 44 Reviewer 15 44 Risk log 65 Roles 15 RTF 54 Search 25 Secundary 103 Settings 154 Setup 154 Show column names 21 Skills 103 Software requirements 9 Specialist prod
200. ngineer Kent mail com Managing resources Letting project managers choose hourly rates It s possible to let the project manager choose hourly rates for the resources on a project This feature has to be enabled in the Setup and on the project model Setup 1 From within Configuration click on Time Entry 2 Open the Settings and enable the setting Allow project manager s to configure hour rates per resource 2015 Fortes Solutions BV Functionalities 125 Configuration Options Principal Toolbox Notifications MS Project integration Conversions Manage Hour Rates Currencies Resource Categories Financial Categories Manage Resources Manage Skills E Time Entry Settings Exclusions for PM approval Manage time sheets Manage entries Manage Non project Activity Sets Resource Allocation EF Customize fields Approval entries a Settings Module name Time Entry Settings for Time Entry Customize the following settings by clicking on the edit button To save any changes click OK or click Cancel to return to the current settings Settings Value Allow project manager s to approve Yes hours Allow project manager s to configure hour No rates per resource Support for Activity Planning No Edit Custom Allow project manager s to configure hour rates per resource Project Model 1 Open one of the project models 2 At the project model s
201. nonononnns 124 Time and cost allocations against products ccccconcnnncnncccncccononnnononoconnnnnnnnn rn nencnnnnnnnnnnnnncnnnnoronnnnnnnnnnnananas 126 Part IV Automated Reports 126 1 AUTOMATICA ODO Siri aaa eaaa Na a R AAi 127 A tomated Word TEPOS sr altea 128 Automated Excel reports roei soeces 130 Usmo am Exel REPO diri A avant abe ba nan can aacdaguais 131 Creating an EXcel Repot Templates sisi a AE AEAEE EAE OAS 132 Open the basic Excel Report Template irirna er a E E E EE E NA AE 132 Inserting Principal Toolbox KV WOIdS airada 134 Creating a Chart Based on Principal Toolbox Data oooooccccccccncnncnncccnnnnnnnannnnnanonarnno nn nono nnnnnnnnnnnnnnnos 136 Creating a Pivot Table Based on Principal Toolbox Data ccccccccnccccccocicaninannnonanononnonnnnnnnnnnnennnnnnos 137 Finishing the Excel Report Tomi Ria 139 Advanced TODICS curarne e adan icons 140 Extending tne Repon Dala conais AS 140 APpIV Gondllonal Formatge cis 142 TIMECINe FEO IN ada 144 E Po aa Ee ee ES tte UO ed Crs SE ea a eee caer D 148 Widget ON a 148 Project Specifice ls a a A NOATEN 150 Part V Advanced options 152 1 Advanced Customisation 8 Workflow AUA 0D ooooncccconnnnnccccnonanccnnnonnncncnnnnanoncnonnnnnrnnnannnnnnns 152 Part VI System Administrator Setup amp Settings 154 A A od 154 PENCIPar Tool neia ea Eo 155 Email OUT AA A o irae eaea ie iea aeiiaaie iaka 155 CREATING n n project activities as 155 De
202. nt Products Plan Items Venus Send Report Request Issues Zeus Project P q Risks Send a report request for the selected project s The Forecast Period Start Date will be Chane reviews rounded to the first day of the selected time scale e q first day of selected quarter or month anges Actions Previous versions All Previous Versions Y View Options Lessons learned a Selected projects Cost Hour Entries March 2010 Entries April 2010 Apollo project Venus Timeline Reports Zeus Project Entries Report Models New Import Export Archive Name a Report Request Monthly Report Weekly Report Forecast start date 01 Feb 2013 Report Model Monthly Report Due date 15 Feb 2013 Request Remarks Send notification by e mail OK Cancel The report request will be send to the selected projects 3 If required the project manager can be send an additional email as a notification that a report request has been submitted To have an email sent just tick the box Send notification by e mail Writing and submitting a portfolio report Once the report request has been submitted the report itself will appear on the Portfolio Report tab of the project To fill the report out the project manager follows these steps 1 From the project dashboard the project manager opens the Portfolio Report tab and presses the Edit button Dashboard Properties Product Breakdown Plan Gantt Resource Management
203. nt but must be saved in the RTF format Excel merge templates must be based on the basic template which contains required macro s Click on the Download Template button to download the template For a list of keywords click on the Keyword List button Templates Add Download Template Keyword List Open Template Remove Show History Update Name Description Revision Published Publisher Merge xi Project_Reportv2 xls Progress Report v1 4 09 Apr 2010 Erik Aalbersberg all ga Highlight_Report nif Highlight Report vid 20 Aug 2010 Erik Aalbersberg dl Automated reports page On this page click the Download Basic Excel Template button to download an empty template that can be used as a start for creating the report template Instead of starting a new template an existing template can be used to modify if one is available In this case click the Open template button on the Excel template in the list When the Excel template is downloaded following message is prompted by the browser Do you want to open or save Project_Reportv2 xls from asp fortes nl Open Save 7 Cancel In this dialog click Save and select an appropriate location for the template Then click Open to start configuring the template in Excel Saving the template first ensures that the Excel file is opened correctly lf opened directly the required support macro s included in the Excel file will not be started On completion yo
204. ntation on those products for details on how to configure them to allow pop up windows and scripts from the Principal Toolbox 1 Be sure there are no script blocking security settings or script blocking firewalls active 2 For working with automated reports in Excel the template needs rights to execute macro s 2015 Fortes Solutions BV 10 Principal Toolbox 6 0 1 3 1 4 Required Internet Explorer Security settings The Principal Toolbox is completely web based This means it runs in your internet browser Below you will find a table with the required security settings of the appropriate Internet Explorer security zone used by Principal Toolbox In Internet Explorer go to Tools gt Internet Options select the Security tab and choose custom level to change the settings Sectio Setting Remarks n ActiveX controls and plug ins Initialize and script ActiveX controls not marked as Enable Script errors on different pages occurs when safe for scripting disabled Downloads Automatic prompting for file downloads Enable Function to pack project offline can t offer to download the offline project File download Enable When disabled automated reports and documents can t be downloaded Miscellaneous UN Allow META REFRESH Internet Explorer window stays blanc after login when disabled Allow websites to open windows without address or Enable Internet Explorer will display a grey address bar in all status
205. o the entire row depending on a single cell value instead of applying the formatting to a single cell depending on that same cell The formula entered is IF S H7 gt 10 TRUE FALSE adapt the formula as necessary to refer to the correct cell The cell H7 refers to the impact value for the selected row The formatting is set to red text When the data is now refreshed click Refresh PT Data on template toolbar the formatting is applied to all the table data as well see below 2015 Fortes Solutions BV 144 Principal Toolbox 6 0 xx A i ExcelClient 16 Compatibility Mode Microsoft Exce k File Home Insert Page Layout Formulas Data Review View Add Ins Acrobat General my lt 0 00 9 00 0 Alignment Number Conditional Format Cell TAN Formatting as Table Styles gi Format amp 2 7 ao dP zZ ga Insert E Ay rs F Delete ME Z Sort amp Find amp Filter Select Editing in y Styles Cells G A Description Status 3 Stormy weather in Carribean Open 2 Technical failure of pumping Open High 1 Technical problems Open Chance Severity Priority Impact Normal High Critical 10 Medium High 25 Normal High Critical 25 25 Ja 3 4 5 6 7 8 9 10 11 C 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 4 gt gt i Ready Report Data Conditional formatting applied 4 2 Timeline reporting M
206. ocated hours can be toggled on and off by checking or unchecking the checkboxes directly underneath the header of the Request amp Allocation section Note If needed the timeline setting of the grid can be edited To do so click on Edit Timeline Settings Set the horizon and start date according to your preferences 3 Click Edit in the header of the Request and Allocation section to change allocation details of resources to various projects Click on the sign in front of a project to expand that project and look at the details per resource Alternatively click on the sign in front of the top row All resource to view all resources in the resource pool without sections per project 4 To allocate a resource or change an existing allocation edit the values in the Allocated columns for each resource per period Note In case of a requested skill instead of a specific named resource first select the 2015 Fortes Solutions BV Functionalities 103 3 3 1 1 resource with the requested skill as primary or secondary skill that you want to allocate before entering the allocated hours 5 Click Save to save your changes This will automatically send new or changed allocation details to the appropriate Project Managers Setting up a resource pool Before you are able to request and allocate resources you will have to define one or more resource pools To do this you
207. oject change this to Microsoft Project AS Add in installer Show installer step Should the installer step be shown If not change to No Show download option Yes Should the add in installer download step be shown If not change to No Customer installer Needs to be changed when a specific customer instruction text instruction is needed here Time entry add on Manage time Click New to create new time sheets or select a specific sheets timesheet and click Remove to delete Cost entry add on Manage cost Select a Cost entry and click Remove to delete cost entries entries which are not approved Email notification Email notification on log items time sheets approvals etc sends an email automatically when something becomes overdue Most of the notification are turned off by default Modify e mail notification settings 1 Go to Setup gt Configuration gt Notifications 1 Click on Edit to modify the notification settings Notification Settings Edit Name Description Value Approval Deadline Overdue Notify the approver of a passed approval deadline E Action Deadline Overdue Notify the action owner in case of an overdue deadline Time sheet Deadline Overdue Notify the owner of a time sheet of an overdue deadiine E Email notification settings Creating non project activities Specify non project activity sets for activities that are done outside projects This can be productive hours like service manage
208. olio model or from an existing portfolio press the button New which is located in the header bar Report Models 2 In the new window that appears enter a name and an objective for the new reporting model 3 Press Save to save the new reporting model Configuring the reporting model The newly created reporting model uses some default settings captured follow these steps To customize the data that is to be 1 From within the portfolio model or from an existing portfolio click on the name of the reporting model that needs configuring 2 Click on Model Configuration and select the sections that are to be used in the report property section and or finance section 3 The Properties section can be configured by pressing the Edit Page Layout button 4 The new window that appears contains three sections the new page layout left hand side the layout components right hand side top half and a list of the available fields and properties right hand side lower half The page components and fields situated at the right hand side can be dragged over the the left hand side to build a custom page layout to be used in the reporting model Change Page Layout Here you can change the page layout You can drop sections components and fields into the page layout section Default page layout deletes custom layout Custom page layout Page layout A Overall im Name Object
209. on Name Name of the action Description Description of the action Status Status Open Closed Priority Priority Due date When does the action need to be completed Owner Qwner responsible for the product Creator Creator of the action Related to Relation to a product issue risk etc Remarks Any remarks 2015 Fortes Solutions BV Functionalities 69 Properties History Action 10 Communicate with customer about bug solving status Name Communicate with customer about bug solving Description Status v Priority Due Date Discussions Creator Date Message Documents files links text Name Description Adding an action Owner Creator Created Product Plan item Related To Remarks by Owner 3 Click the Save button to save your new action Save Cancel Yung Ji Lao Gerard Mesen 04 Jul 2005 No name 7 Bug found in version 7 Revision Published Publisher Note Only the project manager and project support can create new actions However the owner and reviewer of a product can also create actions related to that product The project manager and project support can edit all actions The owner and creator of an action can edit all information of that particular action 3 1 3 5 6 Lessons learned To archive positive or negative experiences that may be useful in future projects the lessons learned log is available Based on the
210. on the bottom of the Hours tab Portfolio management add on The Portfolio Management module enables the collection of initiatives and a subset of an organisation s projects and programmes Additionally the module provides functionality to monitor progress of the projects and programmes within the portfolio and to generate various portfolio related reports 2015 Fortes Solutions BV 84 Principal Toolbox 6 0 Various portfolio s can be created in order to get meaningful collections of related programmes and projects e g a portfolio of projects that have the same sponsorship or all projects that contribute to the same strategic goal s To work with portfolio management the following activities are of importance Defining new portfolios 85 Administering portfolios 88 Managing portfolios 917 Creating a portfolio model 947 These subjects will be covered in the sections below 3 2 1 Portfolio dashboard The portfolio dashboard allows a portfolio manager to group portfolios in providing a clear overview Home Portfolio Management Organisation Resource Allocation Time Entry Import Export v Help Support Setup Portfolio Management gt Portfolio Division UK Dashboard Properties Financials Portfolio Gantt Documents Archive Portfolio Portfolio Division UK Ce Edit Properties Edit Members Customise Page Text Edit Field Configuration Edit Page Layout Edit Widge
211. on the start date of one of the timesheets it opens and the line manager after reviewing the contents can choose to Approve or Reject the request for approval Time sheet 21 Jan 2013 27 Jan 2013 Erik Aalbersberg Close Approve Reject Approval Status MW Owner Erik Aalbersberg Time Entry Group ICT Time Sheet Status G Waiting for Timesheet Approval Time Sheet Approver s Erik Aalbersberg Last Saved By Erik Aalbersberg Remarks by Approver Total Hours 30 00 Group Manager Remarks by Owner Minimum Hours 0 00 Start Date 21 Jan 2013 End Date 27 Jan 2013 Correction Time Sheet O Fill in the hours for this week on the appropriate project and product activity Highlighted rows in yellow are pre selected for time entry by the owner of the time sheet Note that individual rows may need approval by project manager s This is indicated by icons at the start of the row Project Product Activity comes ah Jor siod T de ny 2 Totals Remarks Remarks by Approver s General Apollo Project Peter Cole Intake gesprek met eindc 50 8 00 8 00 Apollo Project Peter Cole Project Initiatie Documen 75 4 00 4 00 Apollo Project Peter Cole Uitrol naar Client PCs 2 00 2 00 Venus Project Albert Sw Initial Project Plan 0 6 00 6 00 Venus Project Albert Sw Project Authorisation 0 2 00 4 00 6 00 Venus Project Albert Sw Project Initiation Docume 25 4 00 4 00 8 00 10 00 8 00 4 00 0 00 0 00 0 00 30 00 Totals for sheet 8 00 10 00 8 00 4 00 0
212. onversions Resources that are linked to a user account For these resources only some properties like skill can be edited Manage Hour Rates Project Plaza z gt Curencies Resources no users Edit New Remove Resources View Options Resource Categories Last Name a First Name Primary Skill Secondary Skills Email Phone Remarks inane SONS Bloemen Pieter Project Manager Consultant Sr Peter mail com 31 53 2314 357 Time Entry Resources users Edit Resources View Options Manage entries Last Name a First Name Primary Skill Secondary Skills Email Phone Remarks Manage Non project Activity Sets Aalbersberg Erik Project Manager Consultant Jr e aalbersberg Wfortes nl 06 24 94 66 66 Resource Allocation dl Consultant Sr Customize fields Project Manager Approval entries Tr Administrator Support support fortes nl Cole Peter Software p cole fortes_nl Davies Samuel Davies mail com de Groot Richard Consultant Jr Software rdegroot mail com Developer Edwards John Software Engineer Software j edwards mail com Developer p Manage Resources at Setup section to set up a resource which is not is associated with an user account in the Principal Toolbox Resources no users Edit Remove Resources View Options Last Name a First Name Primary Sk Secondary Skill s Email Bloemen Pieter Project Manager Consultant Sr Peter mail com Creating a new resource no user Anew window will appear Enter the d
213. otal Budget Custom35 Hours Actual Cumulative Costs Orange Abs Total Forecast project Custom34 Hours Budget Costs Red Total Reserved Custom36 Hours Budget Cumulative Costs Red Abs Hours Committed Hours Committed Cumulative Hours Remaining Hours Remaining Cumulative Hours Status Hours Variance Hours Variance Cumulative Keyword list Costs EAC Custom14 ETC Custom13 Hours Tolerance Hours Active Stage Only Hours Orange Hours Orange Abs Hours Red Hours Red Abs 5 Go back to your template in Word Look up the position where you want to paste the keyword Pasting can be done in two ways a By selecting Paste in the Edit menu b With the shortcut key CTRL V 6 Finish the automated merge report and save it as an RTF file a Choose Save As in the File menu b In the dialogue choose an appropriate folder for your template c At Save as type choose Rich Text Format rtf d Click Save to save the template Organize v New folder de Templates 2 ee Libraries System Folder Favorites E HE Desktop Erik Aalbersberg de Downloads E System Folder E Recent Places Computer A Libraries ua System Folder Es Documents d Music Network System Folder Pictures a File name Highlight Tour Save as type Rich Text Format Authors Erik Aalbersberg Tags Add a tag Hide Folders Tools 7 Go back to Principal Toolbox To upload the merge t
214. ounts the number of products overdue in respect to the total number of products in the project plan Costs Summarizes the costs committed actual and remaining and compares this in respect to the budget for all products in the project plan Peter Cole Summarizes the hours committed actual and remaining and compares this in respect to the budget for all products in the project plan Samuel Davies Default project tolerances Edit Planning Tolerances Jan Jansen Stage Planning Tolerance Product Planning Tolerance Name a Orange Orange Active Albert Swank Orange Abs Red Red Abs Orange Abs Red Red Abs Stage Only IT Change projects 0 0 0 0 0 gt 0 4s Erik Aalbersberg Reports Programmes Project specific tolerances exceptions to the default tolerances Edit Planning Tolerances X dis Stage Planning Tolerance Product Planning Tolerance import Export Archive Project Owner s Name a Specific Orange 9 Tolerances Apollo Project E p Juno Project Orange Abs Red Red Abs Orange ane Red Red Abs eras tee Omega Project Project Resd Venus Project nirie Zeus Project Tolerances can be set on the programme level The use of indicators within projects is explained in the previous section 187 For setting the tolerances in a programme or projectlist see Setting tolerances 56 Views Throughout Principal Toolbox views are available to present information in a tabular form
215. ources Summary it ll show the total allocation per resource independent of the projects 2015 Fortes Solutions BV Functionalities 109 4 To change the allocation of a resource fill out the values in the Allocation column This can be done for each separate period The period is determined by the timeline settings Note when a skill has been requested instead of a specific named resource the resource manager will have to select a named resource with the specified skill before allocating hours 5 Press Save to keep all changes The allocations are published to the projects and are now available to the project managers Note with the lt gt and gt gt s is possible to move all editable values one week to the left lt one week to the right gt or four weeks to the right gt gt Allocated gt Available Allocated lt Available Request or Planned gt Allocated Planned gt Request Colouring on project row indicates that one of the underlying resource skill rows has a matching condition Request amp Allocation per Project Planned y Request 7 Allocation y Remaining M Available 31 02 08 32 09 08 33 16 08 34 23 08 a 4 Projects gt Resources Skill Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem s Filter by resource s Filter by skill H Resources Summary 82 25 127 82 25 127 86 64 88 64 64 88 El 4 gt E Apollo Project 57 57 61 3
216. ove Mi All Projects v View Options v gg Importance vs Risks Apollo project 16 Apr 2010 Project initiation Arjan van der Laan o P C o 16 Apr 2013 j Minsk z T Reports 9 l Ruud Peltzer P o o b 23 Jan 2011 Projects Portfolio Management 2 Opstartfase Erik Aalbersberg s o v a Products Plan Items Venus Preparation stage Peter Cole P 1 a P 18 Aug 2010 Issues Zeus Project 04 Oct 2010 Risks j A2 0 Quality reviews Changes Actions Previous versions Remove All Previous Versions Y View Options ms Name Saved On Saved By Remarks by Owner Cost Hour Entries Entries March 2010 23 Mar 2010 Erik Aalbersberg April 2010 23 Mar 2010 Erik Aalbersberg Timeline Reports Entries Report Models New Import Export Archive Name a Objective Monthly Report Monthly Progress Report Weekly Report Weekly Progress Report The button Field Configuration is found on the portfolio or the portfolio model as highlighted above The following behaviours can be set for both the project and portfolio fields Fields can be made available or be hidden Fields can be made editable or read only Synchronization can be set either off or one directional from project to portfolio or the other way Or the fields can be set based on a customized calculation behaviour set to custom Note Synchronization only works one way It s either synchronized from project to portfolio or from portfolio to project but not both ways
217. ove a filter 4 Click on Ok to confirm changes Filter data x Archived No z XxX Saved No v x Add filter OK Cancel Add filters to a widget Project Specific Widgets On the project level of the Principal Toolbox two other widgets can also be displayed These are the risk matrix and burn down widget Both can be displayed on the Report tab of a project Risk matrix The risk matrix displays all risks in and overview based on chance and severity The risk matrix cannot be configured 2015 Fortes Solutions BV Automated Reports 151 Risk Matrix Risk Matrix Burn down widget The burn down or burn up widget displays the planned and actual hours together with the ideal and current trend line De burn down widget can be configured Click on Configure and fill in the following information Burn down chart 1 Name of the widget 2 Type of graph burn down or burn up 3 Show series which data should be shown 4 Start date project start date or fixed 5 Horizon Project end date or fixed Burn down Configure Burn dovwn Burn up 50 Configure Xx B Planned E Actual Name Bum down I Remaining Chart type Bum down MM curn down Show series Ideal Trendline E Current Trendline Planned bar chart T Actual bar chart Start date a Project start date Fixed 28 Dec 2012 Horizon Project end date
218. own may depend on the organization s license the presence of some tabs is linked to the availability of a certain module The purpose of each tab Dashboard as per the detailed description above Properties lists all the basic information of the Portfolio including any custom fields Financials the financial overview tab displays the entered budgets actual costs and the forecast Portfolio Gantt E shows all the portfolio items in a Gantt based on their start and end dates Documents l a common repository for all documents relating to the portfolio and their items Archive lists all the archived portfolio items and allows for items to be deleted or recovered from the archive 9 Portfolio actions This bar contains a number of actions which act on the active portfolio Edit properties allows for editing the name objective the status and status description of the portfolio Edit members E to change who gets full or read access to the portfolio Customize Page Text for customizing the introductory text on the portfolio s dashboard Edit Field Configuration the field configuration determines how data needs to be synchronized between project and portfolio item Edit Page Layout edit the page layout of portfolio items letting the portfolio manager determine what fields are important and how to display them Edit Widgets Add and edit widgets on your portfolio dashboard 3 2 2 Working with portfolios 3 2 2 1 New portfolio
219. p by specify field 4 Combine slices lt combine below certain percentage 5 Show what should the widget display Configure widget Ok Cancel Name Projects Per Bucket a Count projects Values q Sum of field Geschatte opbrengst Group by Type KA Combine slices 0 Label E Total Show Percentage Legend Values Timeline chart 1 Name name of the widget Ok Cancel 2015 Fortes Solutions BV 150 Principal Toolbox 6 0 4 3 2 Type line cumulative line or bar chart Show costs and or hours Legend on off Scale weeks months quarters or years Start date dynamic or fixed Horizon in months Type which data should be displayed Configure x Name Timeline Type of chart Bar Cumulative y Show Costs Hours Legend On Off CON O1 amp W PO Scale Maanden is EJ Dynamic THis year Fixed date 01 01 2012 Horizon 12 Maanden Selected Available Actual Allocation Budget Toevoegen Available Forecast Verwijderen gt Committed Estimate Planned v Start date mi Type Ok Cancel Filter On Widgets with the type bar chart or pie chart it is also possible to apply a filter With a filter it is possible to display specific data in the widget drill down 1 Click on Filter to apply a filter 2 Click on Add filter to add a new filter 3 Click on the X to rem
220. p is available on virtually every page You can access the Help help by clicking the button The complete manual is available in PDF format for download as well Download User Manual as a PDF file Structure of Principal Toolbox The projects within the Principal Toolbox are organised in a hierarchical structure This structure is configured and used within the project side of the Principal Toolbox The picture below shows how a hierarchy can be build to host programmes and projects Project 1 Project 2 Project N Example of an Enterprise Hierarchy Each organisation will have a unique representation of their programmes and projects This structure can be changed to fit your organisation s needs The highest level is called the enterprise level At this level folders can be added to represent entities within your organisation The folders can be any of the following types e Work area can contain work areas programmes and project lists e Programme can contain work areas programmes project lists and projects e Project list can only contain projects By choosing the right type of folders the actual structure of for example business units programmes and projects within your organisation can be reflected in the Principal Toolbox The enterprise hierarchy aids in keeping an overview of all programmes and projects run throughout the organisation The same projects that have been fit in with this hierar
221. page of a product The checked date on this page gives the date on which the quality review should be finished To document this further quality reviews can be created in the quality review log 2 Click the Logs tab 3 Click New in the blue Quality review listing bar Quality reviews Edit New Remove l E Ga 68 Copy Move Open Quality Reviews View Options 4 Fill in the following information Description Short description of the quality review Status Open Closed Has the review been carried out Priority Priority of the quality review Due date When is the review due by Method Describe the method see the Product Description Reviewer Who will carry out the review Results Give the review results OK and action items Owner Owner of the quality review Creator Creator of the quality review Created Date when the quality review was made Product To which product is the review related leave blank when it is project related Remarks Remarks with regard to the quality review 5 Click the Save button to save your new entry 6 It is possible to add actions and documents to the quality review To add an action you need to do the following click New behind Action listing and fill in the following information Name Name identifier of the action Description Description of the action Status Status open closed Priority Priority Due date
222. passwords User numbers in passwords This is the time in days a password is valid After this date the user has to enter a new pasword 0 is no expiry Number of login attempts before a user account is locked 0 is infinite Number of minutes a user account stays locked 0 is infinite the administrator can reset a locked account The number of characters a password should consist of Enforce the user of both upper and lower case letters Enforce the use of symbols non alphanumeric in each password like amp Enforce the use of numbers in a password The administrator is able to reset an account When an account is reset a new password is created by the system Go the User Administration and open the account to reset Email User Name Reset Password Password reset colec fortes ni ike 2015 Fortes Solutions BV System Administrator Setup Settings 167 6 2 3 System Settings Note this section is only relevant to system administrators This is an overview of the advanced system settings Normally spoken these do not need to be changed Some of these settings will only be shown when add on s are activated System settings Document storage location Location chosen All documents within the Principal Toolbox are saved and during installation coded here Default system locale English Default language settings for the all users Users cana personal language
223. pen 6 Delay in sy 0 Concern Deferred Jeroen van Barneveld 17 6 2010 Maybe we should adjust the planning High Open 5 Request fo 1 RFC Approved Yung Ji La Pilot Preparation Work P 30 4 2010 Look for new design High Open 4 Different pz 0 RFC No Action Samuel De Updated user documentai 1 4 2010 Low Open 3 Request fo 0 RFC Resolved Richard He Requirements report 28 5 2010 Acquired all the material Critical Open 2 Request fo 0 RFC Investigatic Samuel Davies 19 4 2010 Normal Open 1 test issue 0 Gerard Me Highlight Reports Normal Open 1 test 0 Gerard Me Project Initiation Document High Closed 1 The PID de 0 Concern Investigatic Gerard Me Project Initiation Docume 31 12 2004 Report Data lt 3 T Cell B5 commented by Erik Aalbersberg ma 100 O Inserting a keyword Again the keyword is immediately replaced with the data You are now able to change the format of the table appropriately E g make the column heading bold and have adapted width of the columns aia s gt MSExcelClient 15 Compatibility Mode Microsoft Exc ly ES File Home Insert Page Layout Formulas Data Review View Add Ins Acrobat a o El eS a 7 oo eet Autos A E E ee a da gt ee En E Fin Z B Z U amp A y t Merge amp Center SB v 59 398 Conditional Format Cell Insert Delete Format x Sort amp Find amp y E E FE Elmer 3 00 gt 2 Formatting as Table Styles y y 2 Clear Filter Select gt
224. pproval You can store documents at various locations within the Principal Toolbox The Principal Toolbox will keep the document in the database so it will be available to all users with access to the document in the Principal Toolbox It is possible to overwrite older versions with newer ones The Principal Toolbox will keep the old versions in storage These will remain available for the manager of the particular level in the tool On top of that it is possible to put an approval cycle on deliverables and or documents with the add on Advanced Customisation amp Workflow To make document management much easier the tab Documents has been added on the project level This tab makes it easier to search for specific documents within a project The tab gives you several options to search for documents mn Tere Entry import Export Project relaled documentation Dume on Plan 2015 Fortes Solutions BV Functionalities 59 Most recent documents List of the 100 most recently changed documents for this project Search all project documents Search for documents in this project Project related documentation Documents on Plan Documents per product Documents that are not linked to a specific product 3 1 3 4 1 Adding documents and templates to products Documents in any file type can be added to a Product page Product Description Product specification goal composition and quality demands
225. pproval Cancel Owner Erik Aalbersberg Time Entry Group ICT Time Sheet Status O New Time Sheet Approver s Erik Aalbersberg Last Saved By Remarks by Approver E Group Manager Total Hours ane Remarks by Owner Minimum Hours 0 00 Start Date 04 Feb 2013 End Date 10 Feb 2013 Correction Time Sheet O Fill in the hours for this week on the appropriate project and product activity Highlighted rows in yellow are pre selected for time entry by the owner of the time sheet Note that individual rows may need approval by project manager s This is indicated by icons at the start of the row Project Product Activity foo ria Lea pa E zi a a Totals Remarks Remarks by Approver s General Venus Project Albert Swi Project Initiation Docume 25 0 00 Apollo Project Peter v X 0 00 Zeus Project Erik Aa On Project 0 00 Venus Project Albert x Project Initiation Do 25 0 00 Apollo Project Peter v v 0 00 Non Project Activities v 0 00 Make selection 0 00 000 0 00 0 00 0 00 0 00 0 00 0 00 Totals for sheet 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 A timesheet When finished entering hours press Save or Save and Request Approval The latter option will only be available when an approval process has been set up After requesting approval the project manager and or the line manager will get the request for approval on their personal dashboard as a reminder Please see Approving timesheets 122 for instr
226. programmes project lists and project models on the enterprise level 2 Functions at enterprise level With these buttons you can edit user roles on the Enterprise dashboard Edit members edit the text and the image on the dashboard Edit add and edit widgets Edit Widgets send an e mail print the current page and search the entire database 3 Programme listing A list of all work areas programmes and project lists on this level Shown behind each programme name is a RAG indicator which indicates the status of the programme and the manager s name 4 Reports This area is shown if you have either a manager role or a reader role on this level Reports give you access to views tables concerning all programmes projects products etc within all project within the database 2 3 Programme dashboard The programme dashboard provides you with an overview of all sub programmes and projects within the respective programme Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup Projectmanagement gt IT Department gt IT Change projects a Dashboard Properties Gantt amp Dependenc amp Knowledge Models Archive Project list IT Change projects Edit Properties EditMembers Edit Tolerances EditWidgets MW A Q Name IT Change projec A Welcome Description aia e Keep it simple and straightforward Status Oo P Logs
227. programmes within the organisation and you are able to get information regarding the progress of programmes as judged by the programme manager Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup Projecimanagement Dashboard Documents amp Is Archive Projectmanageme Edit Properties Edit Members EditWidges A Q Automated Reports Edit 4 EB Projectiist f 1 n CI p a Welkom op het Enterprise niveau van de Principal Toolbox gg Risk Report Be Repor Toolbox Simpy Foes Reports Programmes Projeci Programmes Project lists New Move Archive Dashboard View Options y Projects Products Issues IT Department P Henk Visser Risks Contains all IT related projects Changes Other projects v Herman Mulder Quality reviews Actions Lessons learned Cost Hour Entries System Resources Project Resources Entries Contains all other projects Timeline Reports Entries Enterprise dashboard 1 Tab pages The tab pages are standardized on the enterprise dashboard The name of the tab page indicates the content of the page 2015 Fortes Solutions BV 14 Principal Toolbox 6 0 Documents amp Knowledge A folder structure can be created here where files of any format can be stored and shared Models An overview of the project models on the enterprise level Archive Archived work areas
228. r Projects can be moved between Portfolios This is achieved as follows 1 Inside the portfolio that contains the item that needs moving highlight the portfolio item and press Move 2 The window that appears allows you to select the destination portfolio 2015 Fortes Solutions BV Functionalities 89 Home Portfolio Management Organisation Resource Allocation Time Entry Import Export v Help Support Setup Portfolio Management gt Portfolio Division UK Dashboard Properties Financials Portfolio Gantt Documents Archive Portfolio Portfolio Division UK Edit Properties Edit Members Customise Page Text Edit Field Configuration Edit Page Layout Edit Widgets MW amp qQ Name Portfolio Division UK gt Portfolio Overview Description Ei Overview of all projects within Fortes with their priority and required FTE per quarter Status Maximum amount of FTE available is 13 If more is needed hiring will be necessary Status Description Automated Reports Edit Z Portfolio Overview v View Options EHH importance vs Risks Move Projects Portfolio Management between Portfolios Select the appropriate Portfolio to move the Project Portfolio Management to 16 Apr 2013 Reports Projects Portfolio Management Selected Projects Portfolio Management to move Products Plan Items 18 Aug 2010 Issues A Risks E Minsk Quality reviews Changes Actions p Remove All Previo
229. r s Peter Cole Available users lt Add Albert Swank Arjan van der Laan Henk Visser Herman Mulder Ivo Rings Peter Cole Richard de Groot Ruud Peltzer Ruud v Weerdenburg lt Add Theo van Wirdum Tom Maassen Yung Ji Lao Albert Swank Arjan van der Laan Erik Aalbersberg Remove gt Henk Visser Herman Mulder Ivo Rings n Jansen Jeroen van Barneveld John Edwards Peter Cole Richard de Groot Project Board Executive Ruud Pelizer John Edwards Ruud v Weerdenburg Samuel Davies Support Administrator Theo van Wirdum Tom Maassen Yung Ji Lao Project Support Project board e Jan Jansen Jeroen van Barneveld John Edwards Remove gt Project Board Senior User Erik Aalbersber Project team members al Samuel Davies Support Administrator Project Board Senior Supplier lt Add Yung Ji Lao Remove gt Project Assurance User Group optional Supplier Forum optional Project Team Team Manager s Richard de Groot lt Add Remove gt Project Team Team Member s Herman Mulder Arjan van der Laan lt Add Ruud v Weerdenburg Remove gt Edit members limited role set Edit members all PRINCE2 roles 5 By clicking OK the project will be created Note Creating a new project can be done by the system administrator and manager and readers of a programme project list Defining a product breakdown structure The definition of a product breakdow
230. ration is active for this entry group Selected set s of non project Select if users may book hours on created non project activities activities 4 Click OK to store the time entry group configuration 2015 Fortes Solutions BV Functionalities 119 Add Time Entry Group Edit name and description Name Description Select area members Group Manager lt Add Remove gt Group Support lt Add Remove gt Group Reader lt Add Remove gt Time sheet configuration Time Entry Configuration Budget gt Minimum Hours per Time Sheet Non project activities Non Activit s du projet Non Project Activities Non Project Activity Sets sae Activiteiten Non Projekt Aktivitaten OK Cancel Time Entry Group Configuration Available users Albert Swank Arjan van der Laan Erik Aalbersberg Henk Visser Herman Mulder Ivo Rings Jan Jansen Jeroen van Bameveld John Edwards Peter Cole Richard de Groot Ruud Peltzer Ruud v Weerdenburg Samuel Davies Support Administrator Theo van Wirdum Tom Maassen Yung Ji Lao 5 When the time entry group is stored it will appear in the listing of Time entry groups Now click the created entry to config the time entry group 6 Go to the Members amp Approvers tab to add members of this time entry group 7 Click the Add Remove button to add or remove group members and approvers Time Sheets Members
231. rd for use in the Excel template As a result a template as shown below could be created Tx e gt dis celClient 16 Compatibility Mode Microsoft Exce Home Insert Page Layout Formulas Data Review View Add Ins Acrobat Contribute Open In Contribute Publish To Website Post To Blog Principal Toolbox Principal Toolbox Report m Insert Chart Based on PT Data EE Insert Pivot Table Based on PT Data f3 E Principal Toolbox Template Show Hide Keywords 2 Refresh PT Data Y Open Keyword List Save as PT Merge Template Menu Commands Custom Toolbars nd Deseriprre Status Chance Severity Priority 3 Stormy weather in Carribean Open Normal High Critical 2 Technical failure of pumping Open High Medium High 1 Technical problems Open Normal High Critical M4 h Report Data tA i T Cell B3 commented by Erik Aalbersberg BO 100 E Extending the report data To add the calculated impact data a column heading is added next to the Priority column Also in the cell below this heading the following formula is entered IF FS5 Smal1 1F G5 Small 1 IF G5 Medium 2 5 TF F5 Medium IF G5 Small 2 IF G5 Medium 4 10 IF G5 Small 5 IF G5 Medium 10 25 adapt the formula as necessary to refer to the correct cells This formula calculates the impact based on the values detected for Chance and Severity Next extend the formula to be applied to all rows and the first empty
232. rder to make the report available to the project team it is necessary to upload it in the Principal Toolbox see the next section Adding documents 59 la SS p 1 Y Lr e Ff w lid D gt J io 0 Lis o Hoofdpuntenrapport Compatibility Mode Microsoft Word lo a Home Insert Page Layout References Mailings Review Vie Add Ins Acrobat a Q z Zla gt z sei A Find B Anal aa A a Aa 3S H 2 T gaBbCcL AaBbCcDe AaBbCel PA ab Replace 5 ac aoe F B Z U ae x x w A ae Bae Emphasis T Normal Strong FRES ly Select gt Clipboard Font y Paragraph Styles Editing e Ooo A a HA E 4 Status next period j 4 1 Status Work Package 4 2 Products to be delivered ol ours hi Final Planned anda x met eindgebruikers Richard de Groot 28 Feb 2013 327 15 A Handleiding Herman Mulder 21 Feb 2013 0 00 Geteste installatie 15 Feb 2013 44 00 ighlight Report A ps Feb 2073 o No go ung Ji Lao 22 Feb 2013 0 00 z Vragenuu 15 Feb 2013 0 00 ighlight Reports ung Ji Lao 15 Feb 2013 0 00 E isati 15 Feb 2013 0 00 a desk opzetten 26 Feb 2013 0 00 El ps 19 Feb 2013 0 00 a Gebruikersvaluatie 5 Feb 2013 0 00 heckpoint Reports 19 Feb 2013 0 00 i eam Plan 23 Feb 2013 0 00 y tage Plan update 2 Feb 2013 0 00 j ext Stage Plan Peter Cole 19 Feb 2013 000 a nd Stage Report 3 Feb 2013 0 00 vi E Project P
233. re member of this project If no project specific hour rate is set the default hour rate is used for the time entry process Project Resources Save Cancel Name Resource a Project Specific Hour Rate Default Hour Rate Resource Arjan van der Laan Rate 1 0 aiala N e Samuel Davies Rate 0 0 e 10 Rate 1 0 Rate 100 0 Rate 110 0 Rate 114 0 Rate 120 0 Rate 150 0 Rate 56 0 Y Assigning project specific resource rates 3 4 2 3 Time and cost allocations against products After setting the appropriate hourly rate each time a timesheet has been approved hour entries will be allocated against the appropriate products Costs will be associated with the hours based on the applicable hourly rate either the resource s rate or if set the rate as defined by the project manager The generated hour and cost entries are listed on the Costs amp Hours tab on each product General Logs Dependencies Costs amp Hours Resource Demand Product Highlight Reports Edit Close Hours Manual Entries Total Costs Manual Entries Total Budget 0 00 0 00 0 00 Budget 0 00 0 00 0 00 Committed 0 00 0 00 0 00 Committed 0 00 0 00 0 00 Actual 0 00 0 00 0 00 Actual 0 00 0 00 0 00 Remaining 0 00 0 00 0 00 Remaining 0 00 0 00 0 00 Variance 0 00 Variance 0 00 Product Quality Finance Total Actuals 0 00 Cost Hour Entries listing New Cost Hour Entry All entries View Options Description Type Approval Status Hours Owner C
234. re shown in the timeline on the right Now you can drag them with your mouse as well 2015 Fortes Solutions BV 42 Principal Toolbox 6 0 Meek 5 ida leek T Week amp lt gt Duration Project start up 31 Dec 2012 22 Jan 2013 17 Project Mandate 31 Dec 2012 09 Jan 2013 g wr Project Brief 11 Jan 2012 18 Jan 2013 4 Initiaton Stage Authorisati 17 Jan 2013 22 Jan 2013 4 Project initiation gt 2013 x 2 Initial Business Case W TF 5s _ _ 53420 AA g 10 11 1213 15 16 17 18 1920 22 23 24 25 2627 23 1534 1 23 gt 6 i oe Project Initiaton Document Project Authorisation Requirements amp Protot Pilot Preparation Wo Requirements report p amp 910 Database configured Pilot Workpackage 16 Feb 2013 01 Mar 2012 User instruction 23 Feb 2013 01 Mar 2012 5 Pilot evaluation 16 Feb 2013 01 Mar 2013 10 Highlight Reports Editing the Gantt 24 Feb 2012 01 Mar 2013 A zois Mewes i wi BS Mi w SS Mi Gr FS is 11 Feb 2013 18 Feb 2013 External To define dependencies between products select two products and click Add dependency This will create a finish to start dependency between the two products To edit dependencies see the section defining dependencies 47 cS co If dependency conflicts exist in your planning you ca the products you want to Before dependency conflict 10 When the plan is finished click the Save
235. reator Book Date 4 Remarks by Owner Cost 8 hours tab on products 4 Automated Reports Reports can be used in projects to generate reports about your projects Reports can be created in the Principal Toolbox and both in Word and in Excel The Word reports offer more possibilities for editing after generating the report while the Excel reports offer more flexibility in working with tables It is also possible to use so called Timeline reports to show information over time The automated report functionality of Principal Toolbox has especially been designed to allow you to create and edit your own automated reports 2015 Fortes Solutions BV Automated Reports 127 4 1 Automated reports Note automated reports within projects are available to project managers and project support On programme level they are available to the programme manager Note Normally automated reports will be provided with the project model s of your organisation It is possible however to create your own reports for your programme or project Automated reports can be used in projects to automatically generate reports about your projects Automated reports can be created both in Word and in Excel The Word reports offer more possibilities for editing after generating the report while the Excel reports offer more flexibility in working with tables The automated report functionality of Principal Toolbox has especially been designed to a
236. rman Mulder Ivo Rings Project board Jan Jansen Jeroen van Bameveld John Edwards Peter Cole lt Add Richard de Groot Ramove gt Ruud Pelizer Remove gt Ruud v Weerdenburg Samuel Davies Support Administrator Theo van Wirdum Tom Maassen Project team members Yung Ji Lao Add Remove gt Creating a new project 3 Fill in the appropriate data at Project properties Name Project name Objective Short description of the project s objective Project model Select the project model on which the project will be based Product planning If the add on Microsoft Project Client Integration is available you have the choice to plan your project using MS Project This adds the possibility however much more complexity of activity based planning 4 Scroll to the Add project members section and add the project manager from the list of Available users If Known you can add the other members as well With the search option a specific user can be found easily Depending on your system settings this page either shows you the roles project manager project board and team members or it will show all PRINCE2 roles e g Senior supplier project support project assurance 2015 Fortes Solutions BV 32 Principal Toolbox 6 0 3 1 2 2 Add project members gt Select project members Available users aii Project managers Erik Aalbersberg Project Manage
237. roject 3 2 2 1 3 Creating portfolio items From inside a portfolio new Ideas Single Sheet Projects and regular Projects can be created which become part of that portfolio A regular Project that is created and started from a Portfolio will automatically appear as a project on the Project Management side of the Principal Toolbox However a Project that was started from the Project Management module will not automatically be associated with a Portfolio To put a link in place between an existing Project and a new Portfolio item please refer to Modifying the project reference 89 When using the Portfolio Management module it s good practice to always create and start projects from within a Portfolio This way it s guaranteed there s always a link between each Portfolio item and its corresponding Project This way of working can be enforced by the Principal Toolbox By enabling this setting it will prevent any project from starting without having been assigned to a portfolio 2015 Fortes Solutions BV Functionalities 87 To enable this setting 1 Click on Setup and select Configuration 2 Click on Principal Toolbox on the left side of the screen 3 Change the setting Projects can be started from within portfolios only to Yes Up next are detailed instructions on the various ways projects and initiatives can be created and started Creating an Initiative 1 Open a portfolio and click on New to create a n
238. roject manager 2015 Fortes Solutions BV 110 Principal Toolbox 6 0 Discussion between Resource Pool 1 and Venus Project x O Here you can read and contribute to the discussion between the project manager and pool manager You can add a message mark the request as completed or flag the request for follow up Discussion Status New Request Status I vetlow X E I New a liscussion Log y pa Red Yello I Blue I roan Es el i 3 H y y y OK Cancel Discussion log 5 After pressing OK a message will be sent to the project manager 6 The project manager receives the message in the Resource Allocation tab on the project A response can be given by clicking Edit and sending it by using the Envelope button Dashboard P z Discussie tussen Venus Project en Resource Pool IT x Project Ve Here you can read and contribute to the discussion between the project manager and pool manager by adding a message Horizon Discussion Status replied Request o Request amp Al ve Cancel Toggle 7 F 09 39 27 2 Req Allo Plan Erik Aalbersberg 11 Jan 2013 14 50 Ok m 4 46 Erik Aalbersberg 11 Nov 2011 14 29 16 James is not available next week 10 20 46 OK Annuleren Discussion log on projects 3 3 2 Managing resources on projects Using the Principal Toolbox resources can be requested to work on projects Requests can be submitted for the project as a whole or by individua
239. roject manager is able to request resources from a resource pool a pool or multiple pools have to be linked to the project How a Project Manager links a resource pool to his project and how a he or she requests resources van be found at Requesting resources within a project 410 Note To be able to request and allocate resources the Resource Allocation module needs to be available 2015 Fortes Solutions BV Functionalities 51 3 1 3 3 1 3 1 Managing a project During the execution of a project the defined products are to be realised In this section you will find How to monitor and enter progress How to communicate with Principal Toolbox Ways of composing reports and views How documents templates are managed How issues and risks are registered and monitored How to use the hours entry module Progress Planning You are able to get an easy overview of the progress of the project on the project dashboard Immediately visible are e delayed and finished products e the number of issues risks etc within your project and per product or work package e deliverables added to products etc On the dashboard E Project initiation wne ra ohecke AHOA w Initial Business Case John Edwards we T AS y Project Initiation Document John Edwards e we ye dl MA Project Authorisation Samuel Davies e 11 Feb 2013 12 Feb 2013 Planning on the project dashboard e Plann
240. roject E 0 0 0 0 0 0 0 of Tolerances can be set for the entire programme or project specific In the Programme and project tolerances window you can set tolerances for the following four categories e Stage Shows whether or not the active stage is running behind or on schedule with respect to the planning end date e Planning Counts the number of products that are overdue final planned date before today and product is not finished e Hours Compares the spent hours commited actual variance with the budget e Costs Compares the spent costs commited actual variance with the budget The default project tolerances are used for all projects in the programme If project specific tolerances are filled for a project these will overrule the default tolerances Activate the Project specific tolerances per project by selecting the checkbox in the column Project Specific Tolerances For the tolerance settings to be active for the current stage select the checkbox in the column Planning active stage only By default you will see an overview of the Stage planning and Product Planning tolerances Project specific tolerances exceptions to the default tolerances Save Cancel Stage Planning Tolerance Product Planning Tolerance Name a sae Orange ae Red Red Abs Orange e pai Red Red Abs ae ae Tolerances E Apollo Project ie O 15 0 30 0 0 0 oll Juno Project T 0 0 0 T 0 0 ol Omega Project p 0 0 0 p 0 0 ol
241. roject sheet to show information about the portfolio item are not automatically linked to the corresponding fields on the project It is possible to set the behaviour between these fields using the Field Configuration button Customizing the behaviour between fields is mostly applicable to custom fields although it can be changed for some pre defined fields as well Custom fields are added at project level and automatically appear on the Properties tab of the project and the project sheet of the portfolio items unless a custom page lay out has been defined which means they have to be manually added Although the fields at project and portfolio level appear to be the same since they re carrying the same name their behaviour and therefore content may differ The behaviour of these fields is defined within the portfolio or on the portfolio model Dashboard Properties Financials Portfolio Gantt Documents Archive Portfolio Portfolio Division UK Edit Properties EditMembers Customise Page Text Edit Field Configuration f Edit Page Layout Edit Widgets MW amp Q Name Portfolio Division UK Portfolio Overview Description i Overview of all projects within Fortes with their priority and required FTE per quarter Status b Maximum amount of FTE available is 13 If more is needed hiring will be necessary Status Description Automated Reports Edit Projects Portfolio Management Edit New Send reportrequest Save as version Archive M
242. row below the table of data See the picture below 2015 Fortes Solutions BV 142 Principal Toolbox 6 0 x i rs Iia la MSExcelClient 16 Compatibility Mode Microsoft Exce File Home Insert Page Layout Formulas Data Review View Add Ins Acrobat Contribute Open In Contribute 7 Publish To Website Post To Blog Principal Toolbox Principal Toolbox Report mi Insert Chart Based on PT Data ES Insert Pivot Table Based on PT Data Principal Toolbox Template Show Hide Keywords 2 Refresh PT Data W Open Keyword List Save as PT Merge Template Menu Commands Custom Toolbars fe IF FS5 Small IF G5 Small 1 IF G5 Medium 2 5 1F F5 Medium IF G5 Small 2 IF G5 Medium 4 10 1F Cc D E F G H 1 J K L M Risks Risk Impact Des Status Chance Severity Priority Impact 3 Stormy weather in Carribean Open Normal High Critical 10 2 Technical failure of pumping Open High Medium High 25 1 Technical problems Open Normal High Critical 25 25 M 4 gt gt Report Data 3 DEl Cell B3 commented by Erik Aalbersberg Average 21 25 Count 4 Sum 85 Ao g 100 Report data extended The row below the data is considered to be a store of the formulas and formatting to be applied to the table When refreshing the data the formula s in the first empty row below the table of data will be used for all rows independent of whether there are more or less rows of data When the extended data is p
243. s 1 Go to the Configuration page by clicking on Setup and Configuration 2 Click the link Customize fields Then you select the item where you want to add a custom field You can define custom fields on Action Allocations Benefit Change Cost Hour Entry Issue Lessons Resource Programme Project Projects learned list Enterprise Resource Pool Quality Risk Product Workpackage Stage Portfolios Overview Ey 3 Click the specific item to define a custom field Click Edit to define a custom field Product Plan item Custom4 Edit custom field Available for use The field name should only contain alohanumenc characters spaces and or the following special characters _ 4 Custom 4 Name Cus 4 The order number is used to sort fields within their categories on detail pages Order Number 0 Category Enter a new category name Or choose an existing Category The abbreviated name is the used field name when categories are displayed Abbreviated name Description Visibility v Show on property pages Editable v When checked field is editable by owner else it is read only Type String free text entry max 255 character length Width in pixels 80 Default value Advanced gt gt OK OKandNew Cancel Defining a custom field 4 An new window will open where you need to fill in the following data Available for use Highlight to make the field available on the pages Field name Nam
244. s 3 2 2 1 1 Defining new portfolios The portfolio management module allows you to manage your business projects and ideas in portfolios In order to do this one or more portfolios need to be defined For example a portfolio for every business unit or regional department in your organization or a portfolio could consist of all projects that contribute to a strategic objective of your organization Defining a new Portfolio 1 Navigate to the Portfolio Management module in the dark blue header on the top of the screen In the main window the Portfolio Management module is displayed with three tabs Dashboard Archive and Models The tab Dashboard is opened by default 2015 Fortes Solutions BV 86 Principal Toolbox 6 0 2 Click New on the dashboard to define a new portfolio A popup window will appear in which de details of the new portfolio can be entered Dashboard Archive Portfolio Management Edit Properties EditMembers Customise Page Text M A Q Automated Reports Edit Portfolios 8 Belang vs Risico s gg Projectkalender NL Portfolio Divisie NL Archive Create Model Dashboard View Options v Jeroen van Bameveld Portfolio Division DE John Edwards Reports Portfolios Portfolio Dashboards a Projects Portfolio Management Portfolio Division UK Products Plan Items Issues Risks Quality reviews Portfolio Dashboards New Archive Dashboard Y View Options Changes
245. s Project Successors ly Start M Draft Checked 5 Final Edit Close Planned Actual date date 11 Jan 2013 26 Sep 2006 17 Jan 2013 Duration In Working Days 5 00 Planning Status Start Draft 03 Jul 2012 Add Dependency Edit AddDependency Remove Dependency Checked Final Lag Dependency Type 09 Jul 2012 o Finish to start Dependencies tab in the product detail window Product B cannot be finished until product A has been finished For example if you Finish to finish have two products Wiring and Installation inspected Installation inspected cannot be finished until Add wiring has been finished Work on product B cannot start until product A has been finished For example if you have two products Constructed fence and Painted fence Painted Finish to start fence cannot be started until Constructed fence has been finished This is the most common type of dependency Product B cannot be finished until work on product A has Start to finish been started The Predecessor must be started before current product can finish Work on product B cannot start until work on product A starts For example if you Start to start have two products Foundation poured and Concrete levelled Concrete levelled cannot begin until Foundation poured begins 3 Click OK to create the relationship B m m 2 On th
246. s leamed Cost Hour Entries Benefits Performance Indicators System Resources Project Resources Entries Timeline Reports Entries Two representation types are available table chart Timeline report views can be used in automated Excel and Word reports Timeline Reports Close amp Entries Custom view v View Options 1 000 Hours Jan 2010 Feb 2010 Mar2010 Apr2010 May 2010 Jun 2010 Jul 2010 Aug 2010 Sep 2010 Oct2010 E Actual E Assigned Example Timeline Report Chart Timeline Reports Entries fi G3 ga Custom view Type No Date Jan 10 Feb 10 Mar 10 Apr 10 Actual 220 00 100 00 605 00 816 00 Allocation 75 60 551 40 Assigned 372 00 473 25 946 00 998 00 Available 268 80 2 068 48 Capacity 611 49 582 38 669 73 640 61 Committed 4 00 Planned 7 752 00 692 58 761 66 Request 138 40 749 60 Reserved 600 00 66 67 4 Example Timeline Report Table The different options in the View options menu are vw May 10 119 00 240 00 845 75 2 041 00 611 49 10 00 893 16 780 20 175 00 Close A View Options Jun 10 Jul 445 00 63 00 932 75 1 600 00 640 61 1 006 35 418 80 183 33 2015 Fortes Solutions BV 146 Principal Toolbox 6 0 Basic Setting To configure the timeline report view View Options Set filters Define a filter to make a selection of the shown items Basic Settings Set widths Set the column width so
247. s window from the project dashboard product breakdown tab or plan tab by clicking Edit Project Plan 2015 Fortes Solutions BV Functionalities 37 Edit Project Plan New spec product New man product Project plan Project Mandate Project Brief Initiation Stage Plan Initiation Stage Authorisation Initiating a Project Business Case Project Initiation Documentation PID Next Stage Plan Project Authorisation Execution Stage 1 Work Package 1 Product 1 1 Highlight Report End Stage Report Next Stage Plan Next Stage Authorisation Execution stage 2 Work Package 2 Product 1 2 Product 2 1 Product 2 2 Highlight Report Save Specialist Management Work packages Product Breakdown Project end product New Product 1 Project plan Product 2 Unassign To rename double click on item To permanently remove items drag them into the trash can Remove Cancel Copy products gt gt Before editing work packages first open the Edit project plan window Renaming a work package To rename a work package double click its name Edit the name in the pop up Adding a work package To add a work package to your project plan drag New work package from the top of the window shown below to the right position in your project plan the left side of the window Alternatively you can first define the work package in the right hand side of the window and th
248. se this button to send an email to the project manager of the project from within the portfolio For example this could be used to remind the project manager to fill out the pending portfolio report 3 2 2 3 5 Portfolio Gantt 3 2 3 Each portfolio dashboard contains a tab Portfolio Gantt The Gantt chart shows the start end date and duration of all portfolio items within the portfolio Dashboard Properties Financials Portfolio Gantt Documents Archive Portfolio Portfolio Division UK im This Gantt shows projects and ideas as part of this portfolio Portfolio Gantt Edit Select columns to display Timescale Months and weeks th Tyg Projects and Ideas Start Date End Date 10 May 2010 Jun 2010 Jul 2010 Aug 2010 Sep 2010 Oct 2010 Nov 2010 Dec 20 19 26 3 10 17 24 31 7 14 21 28 5 12 19 26 2 9 16 23 30 6 13 20 27 4 11 18 25 1 8 15 22 29 6 13 2 Filter by Apollo project 31 Dec 2012 16 Apr 2013 9 Minsk 27 Sep 20 10 23 Jan 2011 E Omega Project Venus 05 Apr 2010 18 Aug 2010 M Zeus Project 4 1144 p The portfolio Gantt Using the Gantt dependencies between portfolio items can be defined In order to do so follow these steps 1 Press the Edit button 2 Click and hold the button down on one of the bars 3 Then drag the cursor to one of the other bars to make an arrow appear 4 Drop the arrow onto one of the other bars to create the dependency Note to remove a depen
249. sers Time Entry Readers Has the following rights within all Time Registration 2015 Fortes Solutions BV 18 Principal Toolbox 6 0 2 5 2 6 groups e Access to all Time Registration groups e Read only access to the time sheets of all users Time Entry Members e Can be assigned access to one or more of the Time Registration groups Note before assigning users as managers or readers to a Time Registration group they first have to be listed as a Time Entry member Group Manager and Group Support Assigning and removing users from the applicable Time Registration group Modifying properties of the Time Registration group Managing Non project Activities associated with the Time Registration group Modifying time sheets of all members of the Time Registration group Group Reader Read access to the Timer Registration group This includes read access to the time sheets of all the members of the Time Registration group Entering and changing data To enter and change data you will always have to click the Edit button If you have the user rights to edit data and the page contains editable fields you will always find this button on the page you are at When creating new log items like issues risks etcetera you will directly enter the editing mode so you won t have to click edit The use of colours within projects On the project dashboard colours are used to indicate the active stage types of products an
250. show all available data inserted by keywords in the template Please note that the selected data is automatically interpreted by Excel to be applied in the chart This works best for data that is organised as a label column followed by chart data columns see the example below To insert the chart click OK When inserting normally on an existing sheet the following should appear as an example 2015 Fortes Solutions BV Automated Reports 137 E i ane al ads e 01631 PP MSEcelClient 15 Compatibility Mode Microsoft Excel Chart Tools File Home Insert Page Layout Formulas Data Review View Add Ins Acrobat Design Layout Format Open In Contribute g Publish To Website 2 Post To Blog Principal Toolbox Report m Insert Chart Based on PT Data BE Insert Pivot Table Based on PT Data 9 f3 4 Principal Toolbox Template E Show Hide Keywords Refresh PT Data Y Open Keyword List Save as PT Merge Template i Custom Toolbars Chart 1 v A Costs Status Cost Budget Costs Committed Costs Actual Costs Remaining Cost Variance enus Project Red 4000 0 9860 Apollos Project Green 36110 3200 19084 Juno Project Green 5000 200 4000 eus Project Green 10000 1000 7000 COON DMS wh a E Cost Budget E Costs Committed E Costs Actual E Costs Remaining m Cost Variance a gt Report Data Y o p i Illl Ready BSA 10 E Inserting a Chart The s
251. shown on users time sheets and whether or not they have a free choice of products on their time sheet Different configurations can be used for different departments 2 Creating non project activity sets 155 These sets can be used to define activities that are not part of projects These could be operational duties and non productive hours like sick leave holidays leave For different departments different sets can be created 3 Creating time entry groups 118 These groups define departments teams Members of a group share configuration non project activity sets and the approvers of the weekly time sheets Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup Time Entry Time Entry Edit Members Customise Page Text amp A time registration group contains a group of persons for time entry A time entry group can be related to a single configuration and one o Automated Reports Edit NPA sets can be modified and created in Setup gt Configuration gg Pending Timesheets r more non project activity sets NPA sets ga Approved Timesheets Time Entry Groups New Remove All Time Entry Groups View Options Name a Description Group Manager Time Entry Configuration Non Project Activity Sets ICT Groep voor ICT medewerkers Erik Aalbersberg Budget Non Project Activities Reports Sales Groep voor Sales medew
252. sign users to resource pools Remove users from resource pools Changing properties of resource pools Managing the Non project Activity Sets Defining resource availability Allocating project and non project work Resource Allocation Reader Has the following rights on all Resource Pools e Access to all resource pools e Reader access to all allocation requests time allocations and availability data Resource Allocation Members e Can be assigned as managers or readers to one or more resource pools Note before assigning users aS managers or readers to a resource pool they first have to be listed as a Resource Allocation Member Resource Pool Manager Assigning and removing users from the resource pool Changing properties of the resource pool Assigning and removing Non project Activity Sets from the resource pool Defining resource availability Allocating hours against projects and non project activities Resource Pool Reader Read access to the resource pool This includes read access to all allocation requests time allocations and availability data on the applicable resource pool Roles within Time Entr Time Entry Coordinators Has the following rights within all Time Registration groups e Assigning and removing users from the Time Registration groups Changing properties of Time Registration groups Managing Non project Activity Sets Creating and changing Time Registration configurations Reading and modifying of the time sheets of all u
253. sscsccccssssseeeceessseeeseesseeeeeeeesseeseoensseeseeenseeeseoneseessenenss Required Internet Explorer Security SettinGS sccseeesssssseeeeceenseeeeeeesseeeseoeeseeeseoenseeesenenneees 10 NAVIGATION asian A 10 OG GING Mii li 11 Basics Principal Toolbox 12 A A caulsarseeus vessetwacteusbeseests 12 Enterprise dashboard sei cesaa oedice a aa a a a a S 13 Programme daba d c a cas 14 Permissions and roles iii iii 15 Entering and CHANGING Dala rita an a a a a aa isa 18 Me ER O 18 RAG Indicators traffic ld MiS iusiunsianis cai AA eweeeiiaus 20 VIEWS muito 21 MANAGE VIEWS ad 23 Document manage MeN asss cren od a en sncuautessatuvewstsecaeeeiscstuvencecsduesetexeautes 24 EMAI NUNC UO N da 24 Search TUNC HOM csuriiiar a E E EE 25 Project MO Sia 25 Porto Model Ste a 26 Functionalities 27 Project Management aaa 27 Project dashboard onsa dida 27 Planning A enaar ae aa EOE arer ean sav Aee vi Aeaee T area EARE 30 AE EN 31 D fining a product breakdOwn StruCture ui id nln 32 Creating the product breakdown StrUCtUle sessesensnsececeeceeeeeeeeeeeeeeesessuseedsecseeesesensnaaeaeeeeeeeeeneess 33 Graphical view of the product bDreakGOwn ccccccccecceccececeeeaeaeaeneaeeesseeseeeeeeeeeeeeeeeeeeeeeeseeseseeeaeanaageaeeseeees 34 CITING StAQ SS eS 34 Eding Work PACKAQeS id ANS 36 Plan Produc ina a 38 Planning product milestone Scepana i A E E ada 39 Using thedashboard or plam aii E
254. ssue 7 Bug found in version 7 Back Person Date Object Action Change Erik Aalbersberg 01 Apr 2010 T Bug found in version 7 Change Owner John Edwards History tab for an issue Discussion messages on log items On a log item it is possible to add discussion messages On these messages the author and date is registered Discussions New Message Creator Date Here you are able to start a new discussion 3 1 3 5 1 Issue log Issues can be created in two ways by clicking Issue log on the Project dashboard or by making a new issue from a product on the product page In the second case the issue will automatically be related to the specific product 1 Go to the summary page of a product 2 Now click the tab Logs 3 Click New in the blue Issue listing bar Then fill in the following information Issues Edit New Remove f Ga 688 Copy Move Open issues View Options 2015 Fortes Solutions BV 64 Principal Toolbox 6 0 Description Type Status Priority Due date Decision Owner Product Remarks Give a description of the issue Choose the type RFC Off spec Question Concern or Issue Give the status of the issue Decide the priority of the issue When does the issue need to be resolved The decision concerning the issue Owner responsible person for the issue To which product or work package is the issue related leave blank when it is project related
255. t Activities 0 00 14 00 0 00 0 00 Resource Categories Non Projekt Aktivitaten 0 00 0 00 0 00 0 00 Financial Categories Manage Resources Manage Skills Time Entry Customize fields Approval entries Non project activity sets on the Setup page 3 Then fill in the following information Name Name of the non project activity set Objective Objective of the non project activity set 4 Click OK to create the non project activity set Edit Non project Activity Set Name and Objective Name Non Project Activities Objective OK Cancel 5 When the non project activity set is stored it will appear in the listing of Non project activity sets Now click the created set to add the non project activities to the set 6 Click caerse to add categories and activities or to change the current set up 7 In the window that has been opened you can create new items with drag and drop a First add a new category Drag New category into the lower part of the window as shown below 2015 Fortes Solutions BV System Administrator Setup Settings 157 Edit Non Project Activities Save Cancel Drag new categories and activities to the list below Activities are to be placed within a category Rename categories and activities by double clicking the item E _ New activity lull b In the pop up add a name for the category c Then drag new activity into the categor
256. t Edit Back mM HE Name New Checklist Remarks Use Checklist version 1 3 Description Creator Erik Aalbersberg Created 06 Apr 2010 Documents files links texts Add Add Note Name Description Revision Published Publisher Lesson learned Note Only the project manager and project support can create new actions However the owner and reviewer of a product can also create actions related to that product The project manager and project support can edit all actions The owner and creator of an action can edit all information of that particular action 2015 Fortes Solutions BV Functionalities 71 3 1 4 3 1 4 1 Finishing a project Once the products of the project have been realised the project needs to be finished in a controlled way A number of management products such as the lessons learned report end project report and a follow on action recommendation can be used to report about open actions and recommendations The project board will then confirm the project closure The lessons learned report can be based on the lessons learned log that has been kept during the project It is quite easy to generate an automated report 127 of this log The other logs can be consulted to make the end project report and the recommendations for follow up actions In the recommendations for follow on actions all the points of attention are shown that are no longer carried out in the project but can be dealt in a new project
257. t Editable foroiect Not Available project h Available Finance Total Reserved Not Editable Custom v Available Not Editable Actions Project Not Available Editable w Available Editable Manager Assigned manually Not Available Editable X w Available w Editable Belang Not Available w Editable Available Editable Decision to be Not Available Editable v w Available w Editable made Delta Lloyd Available w Editable v Available Editable Ld parr Mot Assnilablo ib N A Besitos Edtablo Field configuration 3 Choose one of the following combination of options on the project or portfolio side Settings Options Resulting behaviour No Local Configuration No configuration applicable The field will not be available Not Available for use at portfolio and or project level The field will be available for Available use at portfolio and or project level No Local Configuration No configuration applicable The field is not editable at MOL EONADIE portfolio and or project level The field will be editable at NADIE portfolio and or project level Edit Level Available The field will be editable at portfolio level up until the moment the corresponding project has been created this option is only available on the portfolio side No Local Configuration No configuration applicable The field will be synchronized from portfolio to project level iS or the other way around one way only The field
258. t Initiation Document PID John Edwards Project Authorisation pe Eerste fase Owner Work Package 1 John Edwards Product B Product C Product A Highlight Reports Stage Plan update m Project Plan update Next Stage Authorisation John Edwards Project closure Owner Follow up recommendations Lessons learned report Project decommissioning ae Edit Owner amp Milestones Edit Project Plan SetBaseline P PIC R a c A 04 Feb 2013 08 Feb 2013 11 Feb 2013 12 Feb 2013 Start Draft Checked Final IP 000 R a C a 15 Feb 2013 ES E A AAA 15 Feb 2013 z E a a ee ae Start Draft Checked Final Active stage in yellow Passed planned milestones in red If final milestone has passed red indicator in front of product Copy products Specialist Management Work packages Project plan Product Breakdown lt c gt gt Project start up P tA Project Mandate ed peru B Product C Project plan Unassign Work Package 1 To rename double res click on item Product A To permanently remove items Highlight Reports drag them into the trash can Stage Plan update Project Plan update TEET Next Stage Authorisation Project closure Follow up recommendations Lessons learned report Project decommissioning ii Three different colours for different types of products Indication of potential problems 2015 Fortes Solutions BV 2
259. t Members Customise Page Text O A time registration group contains a group of persons for time entry A time entry group can be related to a single configuration and one or more non project activity sets NPA sets Automated Reports Edit NPA sets can be modified and created in Setup gt Configuration gg Pending Timesheets KA Approved Timesheets Time Entry Groups New Remove All Time Entry Groups View Options y Name a Description Group Manager Time Entry Configuration Non Project Activity Sets ICT Groep voor ICT medewerkers Erik Aalbersberg Budget Non Project Activities Reports Sales Groep voor Sales medewerkers Albert Swank Membership Non Project Activities Time Entry Groups 4 m r Non Project Activity Sets Activities Time Sheets Time Entry Configurations New Remove AllTime Entry Configuratii View Options Cost Hour Entries Name a Description Budget Products appear on time sheets when Timeline Reports an hours budget has been set on those Cab products Membership Products appear on time sheets when users are owner reviewer participant of those products Active stage only Free choice of products also allowed Time Entry 3 Then fill in the following information Name Name of the time entry group Description Description of the time entry group Group manager Select the group manager who can edit the settings of the time entry group Selected time sheet configuration Select which time sheet configu
260. t Model PRINCE project model EN Programme Production EN OK Cancel 2015 Fortes Solutions BV 88 Principal Toolbox 6 0 Starting a new project Note The newly created project will appear in the Project Management Module of the Principal Toolbox It will be assigned to the project manager as chosen when creating the Initiative and is associated with the portfolio item Starting a Project from an existing Initiative 1 Open the portfolio item initiative and click on the button 9191 Proleci to start a project 2 Choose which Project Model to use and in which Programme the project should be created 3 After pressing OK the Project will be created The icon of the portfolio item will have changed from Y into 7 depicting that the Project has started Starting a Single Sheet Project 1 To create or start a Single Sheet Project one follows the same procedure as when starting a regular Project but when selecting the project model specifically choose the Single Sheet Project model 2 Then choose the programme in which to create the project and press OK 3 The Initiative is now associated with a Single Sheet Project that is also visible to the Project Manager from the Project Management module Note the Single Sheet Project model is a simplified version of the regular project models 3 2 2 2 Portfolio administration 3 2 2 2 1 Moving portfolio items Portfolio items whether they re Initiative o
261. t hand side of the window A detailed description of how to create or change the product breakdown is given in the next section 3 1 2 2 1 Creating the product breakdown structure Note Only project managers and project support can edit the project plan If a product breakdown is already present you can choose to either rename and re order the products in the product breakdown or you can delete the products from the present breakdown and start with an empty list e To rename items double click a colored product and enter the new name in the pop up e If the product is grey look it up in the project plan on the left side of the window and double click the product there to rename e To delete products they must not be present in the project plan First drag them to the right hand side of the window then onto the garbage bin 2015 Fortes Solutions BV 34 Principal Toolbox 6 0 e To add products drag to the position you want to insert the new product Check the mouse pointer it must show a black line e Change the order of products by dragging them to the right position e To change the hierarchy use the arrow buttons in the right hand corner Be sure to be on the specialist tab Specialist Management Work packages Product Breakdown ee gt Project end product Product 1 Product Breakdown Move delete and rename products e The order of the products in the list can easily be changed by dragging
262. tages work packages and add the appropriate management products to the stages and work packages e From the project dashboard add templates to products f Add automated reports 1271to your project dashboard 4 When finished editing the project navigate back to the programme project list dashboard Create the project model as described in the next section 75 5 After finishing the project model archive and then remove the temporary project Notes e All operational data in your project will be discarded when creating a project model So milestone dates deliverables issues risks changes quality reviews cost and hour data will be removed e Any data in the project model itself will be copied into the project when you create a project based on that project model except for any user names in your project e After creating a project there is no link whatsoever between the project model and the project So if you change any document templates or automated reports in the project model this will not affect the project 3 1 5 2 Creating project models New project models are always based on existing projects A system administrator or programme project list manager can create project models from any project First select a project by clicking in the row of the project concerned Use the Model button available at the programme project list dashboard as illustrated below Projects New Import Export Mov
263. the Project dashboard 2 Select Minutes of meetings under the logs Logs l R Logs 3 Using Add you can add the minutes of the meeting with Add note you can add a note and with remove you can remove it again 4 Using the History and Update buttons you can look at the history of a document and with update you can replace an existing document see Updating a document 59 Minutes of meetings at Apollo project Close Documents files links text Add AddNote Remove Show History Update Name Description Revision Published Publisher 03 Minutes_of Meeting docx Minutes of Meeting 1 2 15 Feb 2013 Erik Aalbersberg Minutes of meetings 3 1 3 5 Issues risks quality reviews and lessons learned Within the Principal Toolbox all possible log items issues risks quality reviews changes lessons learned can be logged through the different logs available on the project dashboard On all logs custom fields can be defined with the add on Custom fields 159 Only the basic functionality is explained in the manual The logs available within the Principal Toolbox are e Issue log 63 e Risk log 6 e Quality review log 6 e Change log 67 e Daily Action log 68 e Lessons learned log 6 Note An issue risk etc can initially be created on project level but after examination can be reassigned to a specific product or work package To assign an issue risk etc to a product or to chan
264. the portfolio To attach update or remove documents from the portfolio navigate to the Documents tab from the portfolio dashboard This will open the document library and show all the documents stored within the Portfolio Where each portfolio has a library the Enterprise level also has a library which can be used for centrally storing documents For more information on document management with the Principal Toolbox please refer to Document management and approval ss 3 2 2 2 5 Portfolio archive A portfolio and each individual items can be archived by pressing the button Archive Those portfolios or portfolio items that are selected when pressing Archive will be moved from the active list in to the archive The archive and all the archived items are accessible through the Archive tab on the dashboard The archived portfolios and items can be restored from the archive when required Please be aware that archiving a portfolio or one or more of its items does not also archive the projects that are associated with them If the projects need to be archived as well this needs to be done from the Project Management module 3 2 2 2 6 Versioning To keep a record of historic portfolio data the Principal Toolbox allows the user to make a snapshot of a portfolio in time By doing so the current version of the portfolio is kept and at a later time it can be compared to other snapshots or to the current version of the portfolio Creating a sn
265. the specific product to the correct location e To remove a product from the product breakdown click the product and drag it to the recycle bin e To change the name of the product double click the product and change the name How to assign products to stages and work packages is described in the next sections 3 1 2 2 2 Graphical view of the product breakdown After editing the product breakdown a graphical overview of the product breakdown is shown on the tab Product breakdown in your project 1 Go to the tab Product Breakdown 2 On the left Breakdown representation you can select the view Graphical All products A view similar to the view beneath will be shown Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Plaza Project Apollo Project Ea Edit Project Plan Breakdown representation J assigned to plan unassigned product Graphical layout all products Graphical layout assigned products Product Breakdown Structure Products which are not assigned to a work package are shown in grey and are not part of the project plan Products assigned to a stage and or work package are shown in yellow Assigning products to stages and work packages is described in the next two sections 3 1 2 2 3 Editing stages Note Only project managers and project support can edit the project plan Stages are edited in the Edit Project Pl
266. the view fits Set Filter better on screen or in a MS Word Set Widths report Drag the line between columns Make Default Save View to increase or decrease the column Manage Views size This sets a view to the personal default Save the view for later use Set properties for the view You find more information at Manage views ES Make default Save view Manage views Create a Timeline report view This example describes how to create a table with costs per product per month for this year within a project represented as a timeline report Basic Settings 1 Navigate to your project in Principal Toolbox and go to the Report tab 2 Click on entries in the Timeline report section 3 Open view options and choose Basic Settings 4 Set the values for the settings a unit select Money changes on book date This setting is used to select which kind of entries costs or hours you want to see and in which unit it is represented on screen The system automatically calculates the data between different unit settings b Scale set scale to weeks to show the costs per week c Start date set a dynamic or fixed start date where the windows of the timeline must start Select This year as a dynamic start date d Horizon set the number of weeks months or quarters to show starting at the start date Unit Hours changes are distributed over Working Days Conversion Months Scale
267. tomise Page Text Customise Home Page Edit Widgets Q Principal AD Here you have access to information regarding projects products and other business O O I b O X that have been assigned to you such as issues risks actions and timesheets My open time sheets Documents to be approved by me Week Start Date a Owner aee ee Remarks by Owner Time Entry Group Document Location t Due Date E Highlight Reports ollo Project 4 May ctl etn MM cere eo ayer me E Project s i 7 11 Feb 2013 Erik Aalbersberg New ICT acabo g 8 18 Feb 2013 Erik Aalbersberg New ICT ime sheets to be approved by me Week Start Date Owner Remarks Time Entry Group 4 21 Jan 2013 Erik Aalbersberg ICT My Projects Dashboard View Options gt Apollo Project Project initiatie OBOODO o o b Peter Cole Office 2010 Implementation 22 Jan 2013 Venus Project Project initiation BOO a Albert Swank Realisation of the Venus system 30 Jun 2012 Zeus Project P a Erik Aalbersberg My Products Edit My Products v View Options y Name Project Owner Reviewer Participants Start Draft Checked Final Project Initiation Document PID Venus Project Erik Aalbersberg John Edwards Albert Swank 16 Jun 2012 19 Jun 2012 21 Jun 2012 30 Jun 2012 My Actions Edit My Actions View Options My Issues Edit My Issues v View Options v Name Project Programme Related To Due Date a Description Project Programme Decision Due Date a 1 Exteme hulp inschakelen Apollo Proje
268. ts Displays a list of the Automated Reports 127 that are available on the selected portfolio 3 Reports Shows the different categories of reports which can be used to show lists of projects products issues etc for the portfolio items contained within the active portfolio 4 Timeline Reports Displays a list of the timeline reports that are available on the selected Portfolio Timeline reports allow the user to display data over a certain period like cost information The horizon and resolution of the table or graph can be set by the portfolio manager 5 Report Models The reporting of project data to the portfolio manager is based on a report model Each portfolio can have multiple report models to support different reporting cycles for example a monthly highlight report and a detailed reporting model for each quarter 6 Previous Versions 2015 Fortes Solutions BV Functionalities 85 Lists all the previously saved versions of the Portfolio This allows the portfolio manager to go back in time and compare the portfolio s status between versions The latest status of the portfolio is saved by using the button Save as version 7 Portfolio item actions This bar contains buttons for all the actions that can act on the individual or a selection of portfolio items Some of the actions are Save as version Send report request and New 8 Tabs Each portfolio contains the same tabs Which tabs are sh
269. ts Resource Allocation Customize fields Approval entries Manage Financial Categories Financial Categories Name a Description Capex Opex Creating financial categories Resource Allocation add on New Remove All Categories v View Options v Resource Allocation supports the process of planning and managing resources on projects The process can be carried out in different ways e Resources are requested at project level e Resources are requested at product level e Ora hybrid option both at product and project level Two roles are associated with this process The project manager can request resources to staff his or her project Resources can be requested as skill or if the project manager has a specific preference as named resources The resource allocation manager or resource manager for short is the manager of one or more resource pools As such the resource manager registers resources resource availability and resource skills Furthermore the resource manager manages resource requests from project managers by allocating resources to specific projects How to set up a resource pool the resources skills and the availability of the resources is explained below Note A user can be given resource manager rights in Principal Toolbox by an administrator To do so navigate to the Resource Allocation module and click on Edit Members Edit members for Resource Allocation Select members
270. ts MW amp Q Name Portfolio Division UK Description Portfolio Overview ck i a p verview of all projects within Fortes with their priority and required FTE per quarter Status o aximum amount of FTE available is 13 If more is needed hiring will be necessary Status Description Automated Repo dit Projects Portfolio Management Edit New Send report request ave as version Archive Move M4 Port olio Overview View Options Apollo project Project initiation Arjan van der Laan o P P P 16 Apr 2013 6 Minsk z Reports 9 l Ruud Peltzer P P b 23 Jan 2011 Projects Portfolio Management ap Omega Preject Opstartfase Erik Aalbersberg e e 0 Ez Products Plan Items Venus Preparation stage Peter Cole v P v a 18 Aug 2010 Issues Zeus Project Quality reviews Changes Actions Previous versions Remove All Previous Versions v View Options v Lessons learned Cost Hour Entries Entries Name Saved On Saved By Remarks by Owner March 2010 23 Mar 2010 Erik Aalbersberg April 2010 23 Mar 2010 Erik Aalbersberg Timeline Reports Entries Report Models New Import Export Archive Name a Objective Monthly Report Monthly Progress Report Weekly Report Weekly Progress Report Portfolio Dashboard O 1 General portfolio properties This section displays basic information like name description status and a status description The information can be edited by the portfolio manager by using the Edit Properties button 2 Automated Repor
271. u should have the Excel file opened on the work station as shown below When prompted whether to enable or disable macro s click to enable macro s as they are required to use the template correctly iia D 103 MEC IA Ms EsxcelClient 14 Compatibility Mode Microsoft Excel iin TTT File Home Insert Page Layout Formulas Data Review View Add Ins Acrobat a cfs Contribute Open In Contribute Publish To Website Post To Blog Principal Toolbox Principal Toolbox Report m Insert Chart Based on PT Data ES Insert Pivot Table Based on PT Data fa Principal Toolbox Template Show Hide Keywords 2 Refresh PT Data Y Open Keyword List Save as PT Merge Template Menu Commands Custom Toolbars Al y Fe Zz oonan e wN cx gt Report Data 2 Ready Empty Excel file Note that you should have a menu entry called Principal Toolbox and two Principal Toolbox toolbars The Principal Toolbox Report amp Template Toolbar 2015 Fortes Solutions BV 134 Principal Toolbox 6 0 This toolbar provides functions related to reporting It offers to insert either a Pivot table or a chart based on the Principal Toolbox data For more information see creating a chart 136 and creating a Pivot table 137 based on Principal Toolbox data The Principal Toolbox Template Toolbar This toolbar provides functions related to setting up a template The keywords that relate to the Principal Toolbox data can be refere
272. uctions on how to approve the submitted timesheets Approving timesheets Approval by project manager When a timesheet has been submitted and it contains hours against the project manager s project and the hours require approval they ll appear on the project manager s personal dashboard The tab Approve Hours will show a list of all hours that require approval Home Approve Hours My Time Sheets Home Select applicable lines below to approve or reject the hours Approve hours Approve Reject Custom view v View Options eek number Project Resource Product Activity Start Date Mon Tue Wed Thu Fri Sat Sun Total Remarks by Owner Remark Ve 45 Juno Project Erik Aalbersberg Highlight Report 07 Nov 2011 4 00 4 00 8 00 45 Juno Project Erik Aalbersberg Product A 07 Nov 2011 4 00 4 00 8 00 3 Juno Project Erik Aalbersberg 14 Jan 2013 2 00 2 00 2 Juno Project Erik Aalbersberg Product A 07 Jan 2013 400 400 5 00 13 00 2 Juno Project Erik Aalbersberg Product C 07 Jan 2013 1 00 1 00 m Approving hours Approval by line manager When a line manager has been registered as an approver on one or more time entry groups a list of the submitted timesheets will appear on the line manager s personal dashboard 2015 Fortes Solutions BV Functionalities 123 3 4 2 3 4 2 1 Principal Toolbox open time sheets Documents to be approved by me To be approved timesheets on the homepage By clicking
273. ucts 18 32 Stage colour 18 Starting up a project 31 Start to finish 47 Start to start 47 Status indicators 20 Structure 8 System Administrator 154 a Team member 15 Time based budgeting 46 Time entry 52 113 Time entry group 118 Time registration 52 Time sheet 52 Timeline reporting 144 Timeline reports 144 Tolerances 20 56 Traffic lights 20 Troubleshooting 168 Types of products 18 U Update 59 161 Updating the software 162 User 163 User administration 163 User login settings 165 User rights 15 a i Views 21 23 Word 128 Work area 8 Work packages 36 2015 Fortes Solutions BV SIMPLY FORTES Copyright 2008 Fortes Solutions BV Principal Toolbox is a registered trademark of Fortes Solutions BV PRINCE2 is a registered trademark of Office of Government Commerce Fortes Solutions BV Tel 31 0 53 4317 450 Fax 31 0 53 4345 578 E mail info fortes nl Internet www fortes nl
274. urces and confirm with Add 28 29 30 31 1 2 3 4 56 7 89 10 11 12 13 14 15 16 17 4 Double click on the empty field 18 19 20 21 22 23 24 behind the resource and enter a start 25 26 271300206 and end date with a budget 4 5 6 7 8 5 10 OK Cancel Or 5 Go to the tab Resources and click aqsk 8 on Edit La Consultant Jr Consultant Sr Software Developer 7 Select the required skills and confirm with Add 6 Click on Add Skill 8 Double click on the empty field behind the skill and enter a start and end date with a budget Add Cancel Plan hours 1 Go to the tab Resources and click on Edit Initiation Stage Authorisation x 2 Double click on the Gantt in the Start Planned 28 Jan 2013 Duration In Days days 4 column Planned Hours The planned Nhe uum hours can also be captured per Add Resource Add Skil dal product Skill Resource Planned Hours Actual Hours 3 Click on Add Resource or on Add armor Skill Consultant Sr Arjan van der Laan Total 150 4 Select the required resource or skill and click on Add 5 Click on the empty field behind the resource or skill in the column Planned and enter the planned hours This will immediately create an entry When the planning changes the entries will also be modified OK Cancel The budget planned costs and actuals will also be displayed on a summary graph
275. ure the Approval add on is available 1 2 Go to the product page of a product Click Add or Add note at Deliverables to insert a specific deliverable Deliverables Add Add Note Remove Request Approval Show History Update Name Description Revision Published Publisher Approval Status Review Requester 03 PID rtf PID 1 15 Feb 2013 Erik Aalbersberg To request approval on this document place the tick mark in front of the document and click the Request Approval button A new window will open First you will have to define the approver s for the document The next step is to set the due date and insert any remarks to inform the approver s If you do not want to send an e mail to the approver remove the tick mark at Notify Approvers 2015 Fortes Solutions BV Functionalities 61 Request Approve marked documents This operation will request approval for all the marked documents This is your selection PID nf Approval settings Approvers John Edwards Available users Arjan van der Laan Erik Aalbersberg Jeroen van Barneveld i Peter Cole y Richard Hammond Samuel Davies Yung J Lao Due date 15 Feb 2013 Remarks Notify Approvers we OK Cancel Requesting approval 5 Click OK to sent the document in for approval On the product page the status changes to Waiting for approval Deliverables Add Add Note Remove Request Approval Show History Update Name Descript
276. ure with the Generic PRINCE2 Planning Model 3 1 6 2 Plan Costs On the tab Costs you can capture the planned costs of the project plan Furthermore it is also possible to display the budget and actuals here Costs can also be linked to financial categories Dashboard Properties Product Breakdown Planning Resource Management Documents Portfolio Report Reports Plaza Project Omega Project Save Cancel Gantt Costs Resources Project Gantt Change Type Stage Work Package Specialist Product Management Product e Board Product Activity X e gt 09 cd Sohe amp No Baseline v Set Q View Default y View Options i Name Start Planned Final Planned Planned Cc Actual Cost Dec 2012 Jan 2013 Feb 2013 Mar 2013 a arma aa a o aa aa ee EJ Omega Project 31 Dec 2012 15 Mar 2013 A Project start up 31 Dec 2012 31 Jan 2013 LT Y f Project Mandate 31 Dec 201 F 11 Jan 201 150 a i Project Brief 10 Jan 201 F 23 Jan 201 500 a E a Initiation Stage Plan 21 Jan 201 29 Jan 201 400 B Lm Initiation Stage Authorisation 28 Jan 201 31 Jan 201 La Project initiation 07 Feb 2013 15 Feb 2013 i E Project Initiation Document PID 08 Feb 201 15 Feb 201 Next stage plan 11 Feb 201 15 Feb 201 F ee Initial Business Case 07 Feb 201 03 Feb 201 i
277. urs Product Project Initiatie Document PID Cost Hour Entries listing Edit NewCost HourEnty fi 43 ga All entres View Options Description Type Approval Status Hours Owner Creator Book Date 4 Remarks by Owner Support Actual Approved 10 00 Erik Aalbersberg Erik Aalbersberg 09 Apr 2010 Tech Data Actual Approved 2 00 Erik Aalbersberg Erik Aalbersberg 09 Apr 2010 3 1 2 7 Defining dependencies The easiest way to define dependencies within your project is by using the editable Gantt 40 Dependencies created on the Gantt chart are inserted as finish to start relationships To modify the dependency type or to define dependencies with products from other projects inter project dependencies you need to open the product details from the project dashboard plan or costs hours tab and go to the Dependencies tab 1 Click the name of the product you want to create a dependency for and select the tab Dependencies 2015 Fortes Solutions BV 48 Principal Toolbox 6 0 General Logs Dependencies Costs amp Hours Resource Demand Product Project Initiatie Document PID Name Project Initiatie Document PID Description Owner Group Project Manager Owner Peter Cole Reviewer John Edwards Participants Richard de Groot Yung Ji Lao Herman Mulder Priority Mandatory lv Planning Percentage Complete 75 Predecessors External predecessors Name a Project Next Stage Plan Venu
278. us Versions View Options Lessons learned iga Select Portfolio to move to Cost Hour Entries N Entries Portfolio Portfolio Divisie NL Portfolio Management Portfolio Divisie NL Timeline Reports Portfolio Division DE OK Cancel Portfolio Division FR Entries Portfolio Division UK New Import Export Archive Namg Monthly Report Monthly Progress Report Weekly Report Weekly Progress Report Moving a project 3 2 2 2 2 Modifying the project reference Projects that are underway but have not been assigned to a portfolio are not visible from the Portfolio Management module They can be added to a portfolio by creating a new portfolio item and manually link it to the existing project Follow these steps to establish the link 1 Open the portfolio item initiative and click on the button Edit Project Reference 2 Select the project that the portfolio item needs to be linked by typing the first few characters and choosing the correct one 3 Click OK to establish the link Change Project Reference Here you can change the project reference for this project When changing the project reference related data is not automatically linked to this portfolio project This especially concerns existing entry data New entry data will be created according to applicable configuration Select a project Project Apollo Projekt OK Cancel Editing the project reference 3 2 2 2 3 History log One of the t
279. v v 24 Feb 2013 01 Mar 2013 Next Stage Plan Yung Ji Lao v Richard Hammond Samuel Davies 01 Mar 2013 01 Mar 2013 04 Mar 2013 o Next Stage Authorisation John Edwards v v 02 Mar 2013 05 Mar 2013 Filling in the milestones on the plan tab 1 Go to the project dashboard or the Plan tab 2 Fill in the milestones for each products o Start set the date work has to start on the product o Draft plan the delivery of a draft version o Checked set the end date for quality review o Final the planned date for delivery of the final version of the product The use of these milestones is optional Principal Toolbox uses start and end dates to calculate duration of the project stages and work packages Therefore it is recommended to use at least these milestones on each product 3 Dates are changed by clicking the double dashes or by clicking an already present planned milestone Enter the date with your keyboard or select the date in the calendar Note If a milestone has finished depicted by Y you cannot change the date directly anymore To change milestone data then click the product name to open the product detail window On the general tab you can delete or change the actual dates for each milestone 3 1 2 3 2 Using the Gantt editor A Gantt chart shows a timeline of your product with the product milestones Because Gantt charts are simple to understand and easy to construct they are oft
280. ving the selected project model After clicking OK the project model is move to the archive 5 The archive can be found at the tab Archive on the programme project list level Note that each programme or project list has its own archive 6 Restoring a project or project model can be done from the Archive tab 3 1 4 2 Removing projects and project models Removing projects and project models requires two steps first you need to archive the project model and thereafter you can remove the project model from the archive How to archive a project model see chapter Archiving a project model 71 1 After archiving a project model go to archived project model by clicking the Archive tab Dashboard Properties Gantt amp Dependencies Benefits Monitor Documents amp Knowledge Models Archive Project list Quality and Organisation projects Project Archive Remove Restore Name a Objective Project Manager s TreX project Set up of an environmental Gerard Mesen monitoring system Programme Project list Archive Project Model Archive Remove Restore Name a Objective Project Manager s Prince2 2009 Project model for larger and or complex projects Programme Model Archive Archive tab 2 Select the project model concerned by clicking it s row 3 Click Remove behind the project model and confirm with OK Remove Restore 2015 Fortes Solutions BV Functionalities 73
281. within the tolerance of a stage then he she can choose to accept the issue and log the change in the Change log If an issue leads to the result that the project stage is threatened to fall outside the tolerances set the project manager needs to discuss the issue with the project board They decide whether actions on the issue are carried out or not If the project board decides to accept the issue then the project manager needs to define a change 1 Go to the Project dashboard 2 Go to the Change log 3 Click New in the blue Change listing bar Changes Edit New Remove f G3 ga Copy Move Open Changes View Options 4 Fill in the following information Description Description of the change Type Choose between Specification Hours Costs and Planning Status Open closed Priority Low normal high critical Due date Optional final date the change needs to be dealt with Owner Responsible owner of the change Creator Creator of the change Created Date of creation Product Optional product the change is related to Remarks Any remarks status description 5 Save the new entry by clicking the Save button 6 If necessary it is possible to add a related action to the change Click New in the blue Action 2015 Fortes Solutions BV 68 Principal Toolbox 6 0 listing header on the details page of the change For more info about actions see Daily
282. wn on the current page to another application e g email 1 Click the tis button 2 Then open the file you want to paste the information into Choose Paste and arrange the document composition yourself Note The Copy to clipboard function only works in Internet Explorer not in FireFox or Chrome For these browsers use the RTF or XLS function instead Note Some applications empty the clipboard when they are started In that case first open the application and only then copy the information 2015 Fortes Solutions BV Functionalities 55 ald CTA Home Insert Page Layon Calibri Body 7 dl Format Painter B z U gt Paste Options FION Paste Special Set Default Paste Save list as RTF ga The Save this list as RTF function creates a so called RTF rich text format file which can be opened in MS Word 1 Click the ga button 2 The web browser opens a pop up for opening or saving the RTF list Do you want to open or save Listing rtf from asp fortes nl Open Save v Cancel Note This is the Internet Explorer behaviour For other browsers the downloaded file may appear differently 3 When clicking the Open button MS Word will automatically be opened and the data is available for further modification Save list as XLS ga The Save this list as XLS function creates a so called XLS file which can be opened in MS Excel 4 Click the ga button
283. x Start Planned 08 Feb 2013 Duration In Days days 6 categ O ri es and cl ick O n Add Final Planned 15 Feb 2013 Duration In Days hours 48 Costs section Add Financial Category Costs are spread over period 5 Click on the empty field behind the crancisicsteson NS financial category in the column Canes Planned and enter the planned costs pa This will immediately create an entry When the planning changes the entries will also be modified OK Cancel The budget planned costs and actuals will be displayed on a summary graph on the bottom of the Costs tab Financial Category Budget Planned nov 2012 dec 2012 jan 2013 feb 2013 mrt 2013 sna a a 3 ajja ln a oe oe Sen oe ae Sek oe Summary 3 500 1 050 Capex 1 000 600 i Opex 2 500 450 Summary graph with costs Plan Hours On the tab Resources it is possible to capture planned and budgeted hours per resource or skill The budget for hours is not captured on the portfolio but can also be captured on the project by the project manager Dashboard Properties Product Breakdown Planning Resource Management Documents Portfolio Report Reports Plaza Project Omega Project Edit Gantt Costs Resources Project Gantt e Stage e Work Package e Specialist Product Management Product e Board Product Activity amp No Baseline Y Q View Default X i Name Start Planned Final Planned Planned Hc Actual Houi
284. xport a particular view click the Export button and save the view to your desktop location To import this view again click the Import button on the Manage views page and select the ptv file This view will be added as a personal and local view Using the buttons as described above the type of view can be changed dy Wines 6 To remove views from the Principal Toolbox use the remove button REONE 2 10 Document management Within the Principal Toolbox you can store documents at various locations Principal Toolbox will keep the document in the database so they will be available to all users with access to the document in the Principal Toolbox It is possible to overwrite older versions with newer ones The Principal Toolbox will keep the old versions in storage These will remain available for the manager of the particular level in the tool On top of that it is possible to put an approval cycle on deliverables and or documents with the add on Advanced Customisation amp Workflow See Document management and approval 581 for more information about storing documents in Principal Toolbox 2 11 Email function From almost any page in Principal Toolbox you can create email messages These messages will automatically be addressed to the relevant team members or e g the owner of log items etc The message itself will contain summarised info about the page you created it from and a hyperlink to the page in Principal Toolbox Projectmanagement
285. y as shown below Edit Non Project Activities Save Cancel Drag new categories and activities to the list below Activities are to be placed within a category Rename categories and activities by double clicking the item PA E eraan ii w MA d Give a name to the new activity Note Activities can only be placed inside categories so you ll need to define at least one category e Add new categories and activities to get your set complete Below you find an example of categories with activities 2015 Fortes Solutions BV 158 Principal Toolbox 6 0 Edit Non Project Activities Save Cancel Drag new categories and activities to the list below Activities are to be placed within a category Rename categories and activities by double clicking the item MA wea MA Leave Maintenance Incidences Education Meetings General Click Save to save the set Close the window to go back to the time entry pages 2015 Fortes Solutions BV System Administrator Setup amp Settings 159 6 1 4 Defining custom fields Within organisations there often is a need to define custom fields such as for example project costs SAP numbers and project codes or there is the need to have extra fields on for example the logs the product page or a programme level With the Principal Toolbox you are able to define these fields These fields can be used for defining custom views and report
286. yout Show widgets lv Widget layout Widget column 1 Pie Chart Widget column 2 Widget column 3 Bar Chart Ok Cancel MEA Bubble Chart Projects m 7 Edit the widget lay out Widgets will now be displayed on the page 4 3 1 Widget Configuration The displayed widgets can be configured modified Click on Configure to edit the widget The configuration possibilities depend on the type of widget The different types of widgets with their configuration options are explained below 2015 Fortes Solutions BV Automated Reports 149 Bar chart 1 Name name of the widget 2 Values count projects or specify field 3 Group by specify field 4 Show values or percentages G onfigure widget Name Values Group by Show Projects Bar Chart a Count projects Sum of field Hours Actual Status Values Percentage Ok Cancel Bubble chart 1 Name name of the widget 2 X axis information on this axis 3 Y axis information on this axis 4 Size information that determines size of the bubble 5 Colour random or i e project field Status Configure widget Name X Axis Y AXIS Size Colour Pie chart Bubble Chart Projects Risicoinschatting El Verwachte investering ha Costs Budget a Random colour 5 Project field Costs Status 1 Name name of the widget 2 Values number of projects or specify field 3 Grou
287. ywhere Personal Views Remove Export Import Name Remarks by Owner Creator Published Hidden Local Views Remove Export Name Remarks by Owner Creator Published Hidden Global Views Remove Export Name Remarks by Owner Creator Published Hidden Project Costs AR Albert Swank 18 Mar 2009 Builtin Views Name Remarks by Owner Hidden Costs Costs and Hours All Projects Hours Project Organisation List of views 3 To modify a view click the name of the specific view The built in views can be hidden from the users of the Principal Toolbox helpful for views defined only for reporting purposes To do so click ka the specific view and place the tick mark J 2015 Fortes Solutions BV 24 Principal Toolbox 6 0 4 General and local and personal views have some more options that can be defined Name To change the name of the view Remarks Add remarks to the specific view Hidden Makes a view not visible in the pull down menu The view is still available for the automated reports Type Select availability for all users view becomes a general view or personal Location Everywhere view is available on all locations all levels On this location only view is available on this specific location e g this project only View Details Save Cancel Name Project Costs Creator Albert Swank Remarks by Owner AR Hidden mE Type Global Adding a new view 5 Furthermore you are able to import and export views To e

Principal Toolbox 5.0 User Manual - Introduction to the Principal

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